Administration Officer
Unijobs has partnered with a public sector client to fill an Administration Officer position in Cork. This 12-month role, with potential extensions, will be based at Wilton Road and requires a 35-hour workweek.
Key Responsibilities:
* Maintain positive relationships with regional stakeholders via phone calls, emails, and meetings regarding stock levels, installation timeframes, delivery dates, delays, contract management, call out charges, and other needs.
* Build effective working relationships with nationally based stockholders for invoice payments, departments, points of contact in Cork and Kerry, and other needs.
* Action, update, and resolve MFP Calls on the Ivanti System.
* Send new printer orders to Telecommunications requesting I.P addresses and network points to be made live.
* Update and maintain both the Wilton Road and Cork North MFP Master Files.
* Update Central Contract Files, particularly in relation to contact details and overall costs.
* SOURCE AND MAINTAIN ALL PAPERWORK IN CENTRAL CONTRACT FILES.
* Complete Excel files for MJ Flood Invoices for both Wilton Road and Cork North monthly.
* Monitor and update the MJ Flood Account Statements on a monthly basis.
* Accounts Payable: Prepare Invoices for the Weekly Accounts Payable Run, ensuring all Purchase Orders and Invoices are signed, certified, and date stamped.
* Ensure all Invoices for payment have relevant PO, quotations, and paperwork attached.
* Complete monthly Accounts Payable runs for Vodafone & Three CPN's, All Eir monthly and quarterly payments & Monthly MJ Flood Account invoices.
* Record, maintain, and update the overall Monthly completed Payments, PO Masterfile, and completed weekly Accounts Payable Runs on the correct Excel Spreadsheets on the server.
* Financial System Support: Create proposed orders proactively based on resources needed by the office and seek approval from management.
* Complete Purchase Orders requests from client Staff.
* Support other client Departments with queries in relation to Accounts Batches.
* Troubleshoot with users having connectivity issues, up to and including IP addresses reassignment.
* Provide support for the Accounts Payable and Payroll Department in relation to system errors.
* Be the principal contact with Westbourne for all hardware maintenance calls.
* Record Retention & Document Destruction: Be aware of Record retention policy and its relation to documentation kept within the department.
* Organize storage space within the office for hard copies of documentation required according to Record retention policies.
* Ensure all hard copies of records are stored securely and labelled clearly.
* Where appropriate, arrange for hardcopies of records to be digitised and stored securely on servers to increase ease of access for blended workers, and capacity for more hard copies of documentation.
* Payroll: Provide backup support for Payroll returns and staff queries.
* Point of contact for staff and liaison with Employee Relations.
* Provide back up for Payroll return processes when the Primary Time Returning Officer is unavailable.
* Assist with the documentation of HR approval forms (e.g. HR102, HR106).
* Assist with the documentation for additions to Payroll Returns (i.e. Overtime, On Call, etc.).
* Administrative support to Senior Managers: Liaise with Senior management's remote Administration Support/Personal Assistants in relation to equipment available, facilities needed, and general queries.
* Utilize excel formulas to create reports on trends or information gathering as requested.
* Provide support with proofreading and edits on documentation.
* Create meetings via teams/outlook as needed.
* General Admin Duties: Make Conference room bookings when requested by client Staff.
* Attend Meetings, participate in Training as required and training other staff within the Business Operations Unit.
* Provide assistance to other working colleagues as required.
* Supervise and train staff when required.
Unijobs is an equal opportunities employer. This position may be subject to Garda Vetting and Foreign Police Clearance if applicable, you will be required to obtain these prior to commencing in this role.
Requirements:
* Admin experience.
* Payroll administration experience.
* Managing and troubleshooting skills.
Benefits:
* Accrue 28 days annual leave per year.