Title: Office Manager
Location: Dublin 3
Terms: Full-time permanent, office-based, Mon-Fri, normal working hours
Package: €45-50,000 + Penison + 23 Days Hols
A long-established shipping company located in Dublin 1 now seek to hire an Office Manager with a solid financial and administrative background. This is a busy office-based role working with approx 20 office staff and will report directly to the Managing Director.
Responsibilities & Duties:
- Collate overtime from staff, send to the Payroll Agent along with any salary changes or deductions on the spreadsheet. Check the provisional report and give the approval to run the final report. Upload payments into AIB via iBB Business Banking and ask HQ to approve. Prepare Pension report and set up payment in AIB, advise pension provider of same. Prepare Report for Budget v Salaries. Confirm PAYE/PRSI/USC & LPT contributions in ROS and authorise payment of same.
- Administer the ROS account and keep the digital certificate up to date.
- Administer access to iBB Business Banking
- Administer and reconcile Petty Cash monthly and report to HQ.
- Maintain holiday sheets for all staff, ensuring there is adequate cover in all departments to minimize disruption.
- Check and pass all utility invoices in the accounts system as prompted by email.
- Ensure office and kitchen supplies are available.
- Check hauliers charges notifications weekly and report any queries to the Transport Managers.
- Maintain some master data file to ensure addresses are correct.
- Check other supplier charge notifications and ensure charges are recovered or there is reason they are not.
- Highlight any major discrepancies that may arise.
- Maintain some spreadsheets for specific customers to ensure all costs are recovered at the agreed rates set up in our system.
- Check status of movements to ensure quickest delivery possible so that costs accruing can be recovered and minimized
- Update the system with any additional costs incurred and ensure all are recovered where possible.
- Address any customer / invoice queries.
- Maintain good morale in the office to keep staff motivated.
Key Requirements:
- Minimum 3–5 years of experience in office management, finance, or administrative roles.
- Proven track record of working in busy office environments with diverse staff.
- Strong verbal and written communication skills for liaising with staff, customers, and external parties.
- Experience in payroll processing, budget preparation, and financial reporting.
- Familiarity with Irish employment and tax regulations (e.g., PAYE, PRSI, USC).
- Understanding of GDPR compliance and data protection practices.
- Familiarity with banking operations, including online business banking systems (e.g., AIB iBB Business Banking).
- Exposure to shipping, logistics, or similar industries is a plus.
- Proficiency in financial software and accounting systems.
- Strong skills in Microsoft Office Suite, particularly Excel.
- Experience using Revenue Online Service (ROS) and maintaining digital certificates.
- Familiarity with pension scheme admin and payroll processes.
- Ability to manage budgets, reconcile petty cash, and ensure accurate financial reporting.
- Skilled in managing office supplies, holiday schedules, and maintaining administrative systems.
- Capable of ensuring data accuracy, reconciling discrepancies, and identifying errors.
- Able to address and resolve discrepancies or operational issues effectively.
- Demonstrated ability to maintain team morale and ensure smooth office operations.
- High level of efficiency in multitasking and meeting deadlines in a fast-paced environment.
- Adaptability to handle varied tasks and responsibilities in a dynamic office setting.
For a confidential discussion on this or any other current opportunity please contact Garvan Cerasi
IAC-Feb25-HP