About 2into3

At 2into3 we work to build the capacity of organisations, enabling them to have a transformative social impact.

We are passionate about supporting people and organisations to have a greater impact in the community, whether they are a charity, sporting organisation, government body, social enterprise, philanthropist or private company.

With offices in Dublin, Belfast, Cork and Galway, 2into3 works across the entire island of Ireland and has a proven track record with over 475 clients availing of its services, including Talent Management Services, Advisory Services, Funding Advisory Services and Insights.

 

About the Role

As 2into3’s continues to scale to meet our client’s needs, we are looking to appoint an experienced Office Administrator to join our Dublin Head Office. You will provide administrative support to the organisation and in particular to the CEO and Senior Management Team.

The post holder responsibilities will include liaising with suppliers whose systems support the delivery of our services to clients, updating accounting systems to facilitate payments, and ensuring inbound general enquires are responded to in a timely and professional manner.

To succeed in this role, the post holder must have experience in a similar role in administration. The chosen candidate will have strong communication skills, both verbally and written as well as a confident ability to communicate clear and accurate information. The person will also have a strong attention to detail and good organisational skills. They will also be competent in Office 365 and Zoom and comfortable with CRM and accounting systems.

 

Main Duties & Responsibilities

 

Supplier Management

• Negotiating new contracts and updating existing agreements with suppliers, including software providers (Salesforce, Zoom, LinkedIn, Teamwork, etc.), support contracts, office rental agreements, etc.
• Maintaining a fully up-to-date system with all supplier details, including contract terms, renewals, key contacts, etc.

Office Administration

• Ensuring the efficient operation of all of 2into3’s office locations, manage staff access, registering visitors, booking and preparing meeting rooms, and other office logistics, with particular responsibility for the relationship with Huckletree (our Dublin office).
• Being the first point of contact for all phone calls and visitors onsite, directing messages and visitors appropriately in a timely and professional manner to maximise client service.
• Receiving and signing for post and packages and arranging deliveries.
• Managing and ordering office stationery and stationary supplies.
• Proactively managing the SharePoint file system used by all staff and liaise as required with our IT service partners.

Financial Administration

• Managing financial accounts and the relationship with company accountants, including organising monthly meetings to approve accounts payable and receivable.
• Uploading all supplier invoices to Xero (or accounting software system).
• Reconciling all bank and credit card accounts with Xero on a monthly basis.
• Preparing batch payment for both suppliers and monthly staff payroll (including expenses).
• Managing debtors to ensure prompt payment of all invoices, including reconciliation of all invoices in Xero with the Salesforce CRM system.

Staff / HR Support

• Contribute to overall team performance and support and assist other team members by developing and maintaining a strong working relationship with all colleagues.
• Coordinate and schedule the onboarding and induction process for new team members, including issuing and filing employment contracts, securing office access, access to IT systems, etc.
• Organise and engage as required in Senior Management Team, Head of Practice and other management meetings (in Dublin and other offices) and ensure full follow-up on all actions agreed at these meetings.
• Organise company events in the office and externally, as required, including room bookings, catering, etc.
• Manage the relationship with the company’s HR support partner and oversee updates to the company HR platform, including managing holiday and illness records for all staff.

Professional integrity

• Promote and contribute to the positive culture of 2into3, committing to the values of the organisation.
• Initiate best practices and standards in providing administrative assistance.

These duties are a general guide to responsibilities of this role, and they are neither definitive nor restrictive. The postholder may be required to undertake other duties commensurate with the post and as assigned by the CEO.  

 

How to Apply

To discuss further, please contact Aoife Duff at aoife.duff@2into3.com or at (086) 775-9352.

To apply, please send your CV and a 1-page cover letter (in Word format only). The cover letter should address the essential requirements and your understanding of the role. Applications are accepted on a rolling basis until the position is filled. Early submissions are encouraged.