Business Support Administrator - Snap HQ, IFSC, Dublin 1 (Onsite)

Key Responsibilities:

Finance Administration

·         Ensure all customer invoices are sent out on time and tracked.

·         Process supplier invoices and reconcile purchase orders.

·         Upload supplier invoices into the accounting system.

·         Reconcile invoices and supplier statements.

·         Process customer refunds.

·         Manage debtor collections and resolve debtor queries.

·         Issue remittance advices.

·         Support credit control activities, including following up on outstanding invoices and payments as required.

Operations Administration

·         Provide administrative support for production meetings, including preparing documentation and recording actions where required.

·         Produce operational reports from Print Logic and other business systems.

·         Coordinate courier bookings, deliveries and shipping documentation.

·         Prepare delivery dockets and courier labels.

·         Maintain organised operational documentation and filing systems.

·         Order and manage office supplies and stationery.

·         Assist with facilities and office administration.

Quality, Health & Safety & Compliance

·         Assist with maintaining ISO documentation and support the Management team with internal and external audits.

·         Ensure Quality Improvement Reports (QIRs) are maintained and monitored.

·         Maintain document control systems and company records.

Business Support

·         Provide administrative support to the General Manager and wider management team.

·         Coordinate meetings, Zoom links and meeting documentation where required.

·         Support customer account administration.

·         Support CSR team with knowledge-based queries.

·         Act as an overflow during busy periods (where possible)

·         Provide administrative support across other Snap company-owned centres where required, including during periods of annual leave, absence or increased business demand.

Key Attributes

·         Highly organised with exceptional attention to detail.

·         Able to manage multiple priorities in a fast-paced environment.

·         Strong planning, organisational and time management skills.

·         Excellent communication and interpersonal skills.

·         A proactive problem solver with a positive, can-do attitude.

·         Flexible and adaptable, with a willingness to support different areas of the business.

·         Professional, trustworthy and able to handle confidential information appropriately.

·         Committed to delivering high standards of accuracy and customer service.

  Key Requirements: 

·         Minimum of three years' experience in an administration, operations support, finance administration or business support role.

·         Experience in the Print industry [Design, Promotional Products, Signage, Events, Marketing materials] is an advantage but not essential.

·         Experience using finance and accounting systems, particularly Xero, is an advantage but not essential.

·         An Accounts Technician qualification, or similar relevant finance qualification, would be a significant advantage.

·         Strong organisational and administrative skills with excellent attention to detail.

·         Excellent communication skills, professional phone manner and customer focus are essential.

·         Excellent written and verbal communication skills.

·         Strong understanding and ability to ensure standards and processes of Quality [ISO standard], Health, Safety and Environment are upheld.

·         Proficient in the use of Microsoft Office suites.

·         A strong educational background, fluent in English and a clean driving license.

·         Desire to learn/take feedback.

Please note: This job description is intended to outline the main duties and responsibilities of the role. It is not an exhaustive list, and the successful candidate may be required to undertake other duties that are reasonably requested and commensurate with the level of the role to meet the needs of the business.