Accounts & Office Administrator

Job Description – Accounts & Office Administrator

Reports To

Managing Director / Contracts Manager

Role Overview

Our client are seeking a highly organised and detail-oriented Accounts & Office Administrator to manage the day-to-day financial administration, payroll, compliance reporting, and office operations of the business. The successful candidate will play a key role in supporting the smooth running of the company through accurate financial processing, regulatory compliance, supplier coordination, and administrative support to management and project teams.

This is a varied role suited to someone with strong accounting administration experience, excellent organisational skills, and the ability to work independently in a fast-paced environment.

Key Responsibilities

Payroll & Revenue Administration

• Process weekly payroll accurately and on time using Thesaurus Payroll software
• Submit Enhanced Reporting Requirements (ERR) and NAERSA Staff Pension returns via ROS
• Prepare and submit monthly PAYE and Relevant Contracts Tax (RCT) returns
• Maintain payroll records and ensure compliance with Revenue requirements
• Operate Revenue Online Service (ROS) both online and offline

Accounts & Financial Administration

• Prepare and issue sales invoices
• Process purchase invoices and reconcile supplier accounts
• Manage exchange rate differences on sterling purchases where applicable
• Complete bank account reconciliations
• Process and monitor supplier payments using Bank of Ireland Business Online, including payment approvals
• Maintain accurate financial records using Sage 50 Accounts/Books
• Assist with month-end and year-end financial administration

Taxation & Regulatory Compliance

• Prepare and submit bi-monthly VAT returns and Annual Return of Trading Details
• Prepare quarterly VIES returns
• Prepare monthly Intrastat returns where applicable
• Administer Relevant Contracts Tax (RCT) requirements for Principal Contractors and Subcontractors
• Complete mandatory CSO monthly and annual statistical surveys

Operational & Project Support

• Assist with updating payment claims and valuations to Principal Contractors
• Support project administration activities including Method Statements and Risk Assessments
• Order goods and materials as required
• Review supplier quotations, invoices, and delivery documentation for accuracy
• Liaise with suppliers and subcontractors regarding orders, pricing, and account queries

General Office Administration

• Maintain organised office records and filing systems
• Manage incoming calls, emails, and correspondence
• Support management with administrative duties and reporting requirements
• Assist with general office coordination and day-to-day operations

Skills & Experience Required

• Previous experience in an Accounts Administrator, Office Administrator, Bookkeeper, or similar role
• Strong knowledge of Irish payroll, PAYE, VAT, ROS, and RCT requirements
• Experience with Sage 50 Accounts/Books and Thesaurus Payroll software
• Experience processing payroll and Revenue returns
• Strong bookkeeping and reconciliation experience
• Excellent attention to detail and accuracy
• Strong organisational and time management skills
• Proficient in Microsoft Office applications
• Ability to work independently and manage multiple priorities
• Strong communication and interpersonal skills
• Professional and confidential approach to financial information

Desirable

• Experience within construction, engineering, or trade-related industries
• Familiarity with contractor payment claims and valuations
• Experience assisting with site documentation and compliance administration
• Knowledge of banking platforms and online payment systems

Personal Attributes

• Reliable and trustworthy
• Highly organised and efficient
• Proactive and adaptable
• Positive and professional attitude
• Strong problem-solving ability
• Ability to work under pressure and meet deadlines