Office Manager

Overview

Manage daily office operations and administrative support across multiple sites

Key Responsibilities

• it coordination
• vendor management
• record keeping
• supply management
• calendar management
• facilities liaison

Tasks

The Office Manager will be responsible for overseeing administrative functions, coordinating office services, and ensuring the workplace operates efficiently and professionally. -Support HR and IT with new joiner setup, including desk allocation, starter packs, and induction. -Manage accommodation bookings for senior staff and organise training events. -Maintain accurate and comprehensive records, including archived documentation. -Oversee and support all administrative duties to ensure efficient office operations. -Provide administrative support to the Health & Safety Officer. -Liaise with the building management company on facilities-related matters. -Coordinate with IT on office equipment and communication systems. -Liaise with the caretaker and manage external service providers (e.g. cleaners, contractors, tradespeople). -Coordinate annual leave schedules with the receptionist. -Assist the Managing Director with appointments and event coordination. -Schedule meetings, maintain calendars, take minutes, format documents, and prepare reports. -Schedule servicing of office equipment (air conditioning, coffee machines, plumbing, etc.). -Manage car park permits and office supplies for Galway, Limerick, and Sligo offices.

Requirements

• microsoft office
• adobe acrobat
• 3-5 yrs
• interpersonal
• communication
• organisational

What You Bring

TOBIN are currently seeking an experienced and highly organised Office Manager to join our Galway office on a 12-month contract, starting in January 2026. This is a full-time, office-based role reporting directly to the Director of Finance. The Office Manager will play a key role in ensuring the smooth and efficient running of day-to-day operations, supporting internal teams and liaising with external service providers. -Strong interpersonal skills and the ability to build effective working relationships. -3–5 years’ experience in an administrative or office management role. -Ability to handle confidential information with discretion and professionalism. -Excellent written and verbal communication skills. -Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat. -Strong organisational skills with the ability to manage multiple priorities and attention to detail.

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About Tobin

-It specialises in civil engineering, water and wastewater networks, infrastructure, structural design, transport, environmental planning, and project management. -Typical projects include the world’s largest sports air dome for Connacht GAA, major flood relief schemes, social housing developments, and national infrastructure upgrades.

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