Administrative Assistant

One of our global clients is looking for a Administrative Assistant based in Dublin- 5 days to office.

If you are available and interested in this opportunity, please reply with your latest CV and best available time to discuss this. Below is the job specs for your reference.

Job Title: Administrative Assistant

Location: Dublin 4(5 days a week to office)

Duration: 12 months contract

Key Attributes for Success:

• Organised and detail-oriented, with the ability to manage multiple priorities effectively.
• Self-motivated and capable of handling confidential information with professionalism and discretion.
• Adaptable and quick-thinking, capable of responding to evolving project demands and shifting priorities.
• Proactive in ensuring seamless operations, contributing to a well-structured, efficient, and positive team environment.

Key Responsibilities:

• Provide administrative assistance and perform general administrative tasks as needed.
• Oversee the onboarding process for contractor employees, including arranging necessary training and issuing security badges.
• Maintain, update, and develop the Construction Wiki by gathering relevant information and ensuring content accuracy.
• Execute the change management process in the Procore software, ensuring all relevant information is uploaded to financial tools each month before invoice approvals.
• Effectively manage multiple competing priorities, demonstrating the ability to balance tasks simultaneously.
• Provide assistance for special projects, one-time initiatives, and any additional responsibilities as assigned by the team.
• Work independently on assigned projects and tasks, proactively identifying and resolving issues to ensure successful outcomes.

A Typical Day Includes:

• Ensuring timely updates to Procore financial tools for budget tracking and invoice approvals.
• Processing badge requests and onboarding vendor employees.
• Administrating change management requests and coordinating project financials.
• Managing designated scopes of work efficiently and effectively.
• Handle IT support for operational needs.
• Updating and maintaining the Construction Wiki for accurate documentation.

Basic Qualifications:

• Strong organisational skills with the ability to effectively manage multiple priorities simultaneously.
• Excellent communication and interpersonal abilities, fostering strong collaboration across teams.
• Demonstrated experience in proactive problem-solving.
• Proven ability to manage projects using planning platforms such as Procore.
• Proficiency in Microsoft Office Suite, including advanced expertise in Excel, Word, Outlook, and PowerPoint.
• Strong stakeholder management skills, with experience working across cross-functional teams.
• A minimum of two years of experience in office & financial management and administrative support within a related field.

Preferred Qualifications:

• A Bachelor's degree from an accredited university.
• Proficiency in IT & Analytics is desired
• High level of integrity, professionalism, and discretion in handling sensitive information.
• Strong analytical skills with keen attention to detail.
• Experience in data visualization and representation.
• Project Management Training