Administration Assistant | Hybrid | Maynooth New - Naas

Administration Assistant | Hybrid | Maynooth | 45-60K

My client base in Maynooth is looking for an experienced Administration Assistant to join their dynamic team. The role offers 3 days a week on-site but would need to be able to commute to our Maynooth office and Leixlip warehouse & be Flexibility to work evenings to coordinate with U.S. teams.

This role will involve 4 main areas of responsibilities:

• Office Management
• Immigration Support
• Purchasing, Inventory, Parts and Asset Management
• Export/Import and Shipping/Receiving

Responsibilities:

• Provide general office support (phones, mail, filing, supplies, catering).
• Schedule meetings, maintain calendars, and take accurate minutes.
• Maintain office equipment and coordinate repairs.
• Organise company records and documentation.
• Arrange domestic and international travel.
• Support implementation of office policies to improve efficiency.
• Manage contracts with service providers (insurance, benefits, leases, etc.).
• Prepare and submit reports to government and insurance agencies.
• Address internal and external inquiries professionally.
• Assist Field Service Engineers with scheduling and reporting tasks.
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other administrative tasks as needed.
• Coordinate immigration documents
• Collaborate with global HR teams
• Track inventory and ensure timely delivery of parts/products.
• Manage purchase orders and supplier communications.
• Prepare and process shipping documents for domestic and international shipments.
• Ensure compliance with import/export regulations and country-specific packaging requirements.
• Track shipments and coordinate schedules with freight forwarders.

Required Skills:

• Excellent attention to detail and accuracy
• Strong written and verbal communication
• Proactive, dependable, and organized
• Ability to handle confidential information professionally
• Skilled at multitasking and prioritizing
• Team-oriented and adaptable
• Proficient with office equipment and Microsoft Office (Windows OS)

Education:

• Bachelor’s degree (B.A.) from a four-year college or university or equivalent combination of education and experience.
• Between one or two years of previous work experience in a similar position

To be considered for this role please apply or send CV directly to [email protected]