Office & Accounts Manager

Company

HeatGrid Ireland is the first developer of district heating on the island of Ireland which offers a full turnkey solution to low-carbon heat networks, starting from initial feasibility right through to a fully operational system, including the funding and construction of the project. To deliver this, we are rapidly expanding our team which will be responsible for delivering district heating networks across a number of Irish cities in the years ahead.

Our Purpose

Ireland has the lowest share of renewable heating in Europe at approximately 5% and in HeatGrid Ireland, our overarching ambition is to increase this number and make a significant contribution to Ireland’s decarbonisation journey.

District heating is the most well-established and cost-effective form of low-carbon heating in urban areas. All of the countries in Europe who are leading in terms of renewable heat, also have the most well-established district heating networks. For example, countries such as Sweden, Estonia, Lithuania and Finland are already supplying approximately 50% of their total heat in buildings from district heating whereas Ireland has a share of less than 1%.

Our purpose in HeatGrid Ireland is to rapidly develop district heating networks at scale in Ireland to reduce carbon emissions in all of our cities and towns. We are expanding our team after recently securing investment from the European Investment Bank as well as being granted planning permission for Ireland’s largest ever district heating network. If you want to be part of a fast-paced working environment which is aiming to leave a lasting legacy in Ireland’s transition to a low-carbon energy sector, then HeatGrid Ireland is for you!

Purpose of the Role

The purpose of our new Office and Accounts Administrator is to manage day-to-day accounting, financial, administrative and office management tasks of our organisation. The ideal candidate will be responsible for office management, maintaining accurate financial records, processing transactions, overseeing day to day operations within the office and providing executive support. This is a varied role that requires organisational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The successful candidate will play a key role in ensuring the smooth operation of the office, supporting financial administration, coordinating travel and events, and assisting senior management and the wider team with a broad range of administrative activities.

Responsibilities

· Manage all aspects of office administration and facilities, liaising with suppliers and service providers as required.

· Support accounts administration, including accounts payable, expense tracking, VAT returns, monthly bank reconciliations, payroll administration and maintaining accurate financial records.

· Assist with project administration, including grant and research funding financial reporting requirements.

· Liaise with the external accountant and provide administrative support during audit processes.

· Coordinate travel arrangements for staff, including flights, accommodation, transport and itineraries.

· Deliver general administrative support to the wider team, ensuring efficient operation of the office.

· Maintain organised filing systems and ensure company administrative needs are accurate and up to date.

· Assist with the coordination of meetings, events, and office activities as required.

These are the core responsibilities of the role, but the successful candidate is expected to be flexible and support activities in other HeatGrid Ireland functions such as internal operations and administrative support as required. 

Qualifications

· Minimum of 4 years’ experience in an office administration role.

· Proven experience in office management, administration, accounts support and travel or event coordination.

· Strong organisation and time management skills with attention to detail.

· Excellent written and verbal communication skills with the ability to build effective working relationships with internal and external stakeholders.

· Ability to work independently while also contributing effectively as part of a team.

· Strong IT skills, including proficiency in Microsoft Office and experience using accounting or finance software.

· Ability to manage multiple tasks, prioritise workload, and meet deadlines in a busy environment.

· Valid Full Driver’s License (preferable, not mandatory).

· Applicants must be entitled to work full time in the EU.