Administrative Assistant - Maternity Leave

Company OverviewVardis Cleaning is a leading provider of professional cleaning and facilities support services across residential, commercial, and managed property sites in Ireland. Known for our quality standards and strong client partnerships, we are now seeking a proactive and highly organised Administration Assistant to join our growing team in Dublin. Key Responsibilities Administrative Support • Provide day-to-day administrative support to senior management and operations teams • Manage incoming emails and calls, ensuring queries are directed and resolved efficiently • Maintain internal records, including staff documentation, site files, and cleaning schedules Scheduling & Communication • Coordinate meetings, team rosters, and internal communications • Liaise with cleaning supervisors and site staff to ensure seamless service delivery • Assist with the preparation of reports, client updates, and service documentation Document Control & Compliance • Maintain and organise digital and paper-based files, ensuring GDPR compliance • Support contract administration and assist with procurement records and invoicing • Update timekeeping and HR systems (e.g. Timegate) with relevant employee data and absences Operations & Team Support • Track consumables orders and assist in maintaining stock control logs • Support onboarding processes for new hires by issuing documentation and collecting forms • Assist with the coordination of Toolbox Talks and safety documentation Key Requirements Essential • 2+ years experience in an administration or office support role • Excellent organisational and multitasking skills • Strong proficiency in Microsoft Office (Word, Excel, Outlook) • Excellent written and verbal communication skills • A proactive, detail-oriented approach with strong follow-through Desirable • Experience in the cleaning, facilities, or property management sector • Familiarity with HR/timekeeping systems such as Planday or Timegate • Experience working with ISO or compliance documentation is an advantage