Office Administrator

Ronspot is an exciting software company based in Galway city in the heart of the West of Ireland.

From our beginnings in 2018, Ronspot has developed a SaaS product and market in the management of corporate office car parks and office desk management incorporating social distancing. From these humble beginnings, Ronspot has grown its’ customer base to include global Fortune 500 companies in Ireland, UK, US and mainland Europe. We firmly believe we are only getting started and are keen for bright, engaged, hard working people to help build our team.

We currently wish to recruit a part time Office Administrator

The Role: The Office Administrator will support the essential Office, HR, Finance and Governance functions of the company to ensure compliance with legal and regulatory requirements and the smooth operation of the company

Applicants: If you are a self starter with an organised approach and interested in working within a dynamic company we would welcome your application for the position of Office Administrator with Ronspot.

Responsible to: The Chief Executive Officer

Key responsibilities:

Financial Administration

  • Prepare and maintain, full and proper financial records of all transactions carried out on behalf of the company;
  • Monitor income and expenditure and assist with preparation and monitoring of budgets and financial planning for the company;
  • Maintain all aspects of payroll for the company ensuring compliance with Revenue Requirements and all other regulatory requirements.
  • Undertake all simple bookkeeping responsibilities and processing of all invoices and payments as required;
  • Liaison with creditors and debtors;
  • Keep up to date with technological advances and accounting software to support the financial administration of the company;
  • Support in establishing and maintaining financial policies and procedures for the company.

Company Governance Administration

  • Provide administrative support in relation to Ronspot Board Meetings, including organisation of meetings; distribution of documentation; maintenance of contact lists; minute-taking – to include General Board Meetings and AGM/EGM’s.
  • To prepare and assist in the collection of data for the monthly, quarterly and annual reports of the company.
  • Assist the CEO and other staff with the production of reports as may be required – for submission to the Board and other internal and external bodies as appropriate
  • Prepare and file correspondence on behalf of the CEO and Board of Directors.
  • To be responsible for the compiling and collating of statistics for the Company

Human Resource Administration

  • Ensure personnel records are maintained for all employees in compliance with GDPR and relevant legislation.
  • Support the CEO with relevant recruitment campaigns.

General

  • To provide secretarial and administrative support, including typing, record keeping, filing, input and maintenance of data information etc. as required, in compliance with company’s responsibilities under Data Protection law and the GDPR.
  • Ensure the day-to-day running of the Galway Office is carried out in a professional and efficient manner including prompt answering of the telephone and monitoring of the Ronspot Office email account.
  • Undertake ongoing training and professional development, appropriate to the position;
  • Attend seminars and meetings when directed by the CEO
  • Such other administrative duties as might be assigned by the CEO.

This list is not exhaustive but serves to reflect the nature of the duties included in the role. Given the nature of the company, the role is subject to change over time.

Person Specification

Essential Education Qualifications and Experience

  • An administration qualification QQI Level 6 or similar qualification to include excellent computer literacy and competency in Microsoft Office.
  • A minimum of 3 years’ relevant administrative experience.

Essential Knowledge and Skills

  • Ability to provide comprehensive secretarial and administrative support;
  • Excellent attention to detail;
  • Knowledge of and skills in maintaining records/files;
  • Excellent IT skills;
  • Excellent numeracy skills;
  • Knowledge and skills in preparation and maintenance of full and proper financial records and banking procedures;
  • Ability to and experience of working as a member of a team or on own initiative;
  • Experience in minute taking;
  • Excellent verbal and written communication, including fluency in the English language;
  • Ability to work to meet agreed objectives and deadlines.

Required Competencies

C1 Planning, Organising & Administration

  • Organises own time effectively, creates own work schedules, prioritises workload, prepares in advance and sets realistic timescales.
  • Uses relevant systems to organise and prioritise workload effectively and diary manage their own and others work.
  • Makes sure all activity and resources are used efficiently and effectively.
  • Is flexible and is adaptable to changing circumstances
  • Ability to successfully plan and organise meetings or events in a busy working environment, prepare and circulate documentation and take minutes of same.
  • Follows all procedures and protocols, understanding their value and the rationale behind them.

C2 Financial & Human Resource Administration

  • Handles and manipulates numerical information accurately.
  • Understands the principles and practice of accounting procedures.
  • Prepares accurate financial records for management, Board and funders.
  • Prepares for banking transactions and keeps accurate records of same.
  • Supports internal and external audit process of the company and complies with financial controls and procurement policies.
  • Filing and maintenance of human resource records using appropriate IT systems and preparation of recruitment material.
  • Uses and maintains skills of relevant IT software to carry out accounting and human resource tasks.

C3 Effective Communication

  • Ability to effectively communicate, both verbally and in writing, with individuals and groups.
  • Ensures there is an effective flow of information in terms of awareness and understanding.
  • Is flexible and able to use varying styles and methods of communication.
  • Expresses ideas clearly and logically.

C4 Teamwork & Collaboration

  • Ability to work co-operatively within a group and to achieve goals in a respectful manner.
  • Understands and is tolerant of differing needs and viewpoints.
  • Works well with all stakeholders, both internal and external.
  • Actively helps and supports others to achieve team goals.

C5 Record Management

  • Produces high quality work showing accuracy and attention to detail.
  • Knowledge or experience of any ISO Management System an advantage.
  • Displays familiarity with the main systems and procedures related to the administrative work of the company.
  • Works confidently with figures.
  • Uses databases and systems to maximise efficiency of record management.

C6 Specialist knowledge, Expertise & Self Development

  • Financial record keeping using accounting software packages.
  • Human resource record keeping and technical skills in minute taking, typing and production of documents.
  • Excellent working knowledge of all Microsoft Office applications, spreadsheets, financial and case management systems.
  • Develops and maintains the skills and expertise required to perform the role effectively e.g. relevant technologies and policies.
  • Knowledge of payroll procedures
  • Is committed to self-development and continuously seeks to improve personal performance.

Ensuring a diverse and inclusive workplace where we learn from each other is core to Ronspot’s values. We welcome people of different backgrounds, experiences, abilities and perspectives. We are an equal opportunity employer,  and a pleasant and supportive place to work.

Location: Galway City.

Reference ID: Ron-admin-003

Part-time hours: 19.5 per week

Application deadline: 9/7/2021

Expected start date: 19/7/2021

Job type: Part-time

Salary: €13,922.00-€15,068.00 per year

Schedule: Monday to Friday

Work remotely: Temporarily due to COVID-19

Please include a CV & Cover Letter in your application, return to jobs@ronspot.ie

We look forward to hearing from you.

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