Office Administrator

Employment Type: Permanent / Part time

Location: Naas Kildare, Onsite 5 days per week, 9:00am to 01:00pm

Reporting to: The People & Culture Manager

The Role

OpenSky Data Systems is seeking an experienced and highly organised Office Administrator to support the day-to-day operations of our office on a part time basis. Reporting to the People & Culture Manager, this role plays a key part in ensuring smooth administrative and HR processes across the organisation.

The successful candidate will be a self-starter who can work independently, take ownership of tasks, and proactively identify improvements, while also working closely under the direction of the People & Culture Manager. This role requires a professional, solutions-focused individual who demonstrates sound judgement, discretion, and the ability to balance initiative with adherence to company processes.

The ideal candidate will have a minimum of 3 years’ experience working as an Office Administrator in a professional environment.

KEY RESPONSIBILITIES

The following is not an exhaustive list.

Office Administration

- Support the day-to-day running of the office, providing administrative support, including handling correspondence, document preparation, and follow-up on action items.
- Coordinate schedules and organise meeting logistics, including room bookings, calendar invites, and documentation.
- Arrange travel and hotel bookings as required.
- Maintain organised and accurate filing systems.
- Organisation and ownership of staff events in both Poland and Ireland, bringing creative ideas to enhance engagement.
- Act as a professional representative of the organisation when interacting with employees, visitors, etc.
- Maintain upkeep of office and supplies.
- Exercise discretion and confidentiality in handling sensitive information.
- Ensure compliance with company policies, H&S regulations, and quality standards
- Proactively identify opportunities to improve administrative processes and office efficiency
- Maintain a welcoming, well organised‑ site environment.

HR & People Administration

Maintain and update the HR system, and employee records, ensuring data accuracy and confidentiality for both the Irish and polish offices.
Ensure staff Microsoft certifications are renewed, or examinations for new certifications scheduled as required.
Review and preparation of visa application documentation.
Support the co-ordination of training activities.
Draft and circulate internal communications -ensuring high standards of accuracy, presentation, and tone.
First point of contact for general employee queries, escalating to the People & Culture Manager as appropriate.
Assistance in recruitment and onboarding processes.
Maintain daily records to ensure accurate data input for payroll updates at month end.
Independently coordinate and manage performance review scheduling, ensuring all documentation is prepared accurately, while working in alignment with the direction and timelines set by the People & Culture Manager.
Draft employee letters and general HR correspondence.
Provide administrative support across key HR processes as required

Experience & Qualifications

Minimum of 3 years’ experience as an Office Administrator in a professional environment.
Must be an EU passport holder and located within Ireland.
Strong working knowledge of Microsoft Office (particularly Outlook, Word, and Excel).
Excellent communication and stakeholder management ability.
High level of professionalism, discretion, and personal integrity.
Strong attention to detail and commitment to documentation accuracy.
Proactive and solutions-oriented mindset.
Knowledge of HR processes and/or employment law is a benefit but not a requirement.
Knowledge of Polish employment law is a benefit but not a requirement.

What We Offer

You will form part of a high-performance team, working together to support the continued success of the business and wellbeing of its staff.

Incremental increases in annual leave
Digital doctor service
Hybrid working
Employee Assistance Programme (EAP)
Continuous Professional Development
Education Assistance Programme

Office Administrator - Part Time

Benefits

Job Description