Medical Devices jobs in Dublin, County Dublin

Company Overview

We are a dynamic, fast-growing medical device distribution company based in Ireland. We supply high-quality specialized medical equipment to both public HSE hospitals and private clinics nationwide. We are seeking a highly organized, meticulous, and proactive Office Manager / Bookkeeper to join our team.

This is a pivotal role that combines rigorous financial control with smooth day-to-day office operations, ensuring our business remains compliant, efficient, and responsive to our clients.

Role Overview

• Position: Office Manager / Bookkeeper
• Location: Ballycoolin, Dublin
• Reporting to: Managing Director / Business Owner
• Contract Type: Full-time or Part-Time, Permanent

Key Responsibilities

1. Financial Management & Bookkeeping

• Maintain full ownership of day-to-day bookkeeping and accounts up to trial balance. Experience with Sage 50 is highly desirable.
• Manage Accounts Payable and Accounts Receivable, including proactive credit control and supplier payment runs.
• Complete monthly bank, credit card, and multi-currency separations/reconciliations.
• Process payroll and manage all relevant Irish statutory returns (VAT, RCT, PAYE/PRSI) via ROS (Revenue Online Service).
• Monitor cash flow and prepare monthly management reports (P&L, Balance Sheet, Aged Debtors/Creditors) for the Managing Director.
• Liaise with the company’s external accountants for year-end audit preparation.
• Handle multi-warehouse inventory valuation adjustments and serialized tracking reconciliations.

2. Public Procurement & Tender Support

• Monitor public procurement portals (e.g., eTenders) for relevant HSE and private hospital contract opportunities.
• Act as the administrative anchor for tender submissions—coordinating, formatting, and assembling required documentation (tax clearances, insurance certificates, product certifications).
• Ensure all tender responses are meticulously structured, meeting strict deadlines and compliance criteria with a zero-error threshold.
• Maintain an organized repository of past tender templates, compliance documents, and frameworks.

3. Office Operations & Regulatory Compliance

• Oversee daily office operations, including ordering supplies, managing facility vendors, and handling incoming/outgoing post and logistics documentation.
• Support inventory management administration, tracking product serial numbers and delivery notes from international manufacturers to local clients.
• Maintain immaculate digital and physical filing systems, ensuring strict adherence to medical device quality standards .
• Provide ad-hoc administrative support to the sales and technical service teams.

Candidate Requirements

Experience & Qualifications

• Minimum 4–5 years of experience in a combined Senior Bookkeeper and Office Manager role, ideally within a distribution, wholesale, or healthcare environment.
• Accounting technician qualification (ATI, IATI) or equivalent Certified Bookkeeper status is highly desirable.
• Proven experience assisting with public procurement/tenders (HSE/eTenders framework) is a distinct advantage.
• Strong proficiency in modern cloud accounting software and inventory systems (experience migrating or working across integrated platforms is a plus) alongside advanced MS Excel skills.

Key Skills & Attributes

• Exceptional Eye for Detail: You spot anomalies in financial data, compliance paperwork, and legal contracts that others miss.
• Organizational Mastery: Ability to multitask, prioritize high-stakes deadlines (like tender deadlines), and keep an office running smoothly without supervision.
• Strong Communication: Professional written and verbal communication style suitable for interacting with HSE procurement teams, private clinic directors, and international suppliers.
• Discretion & Trust: Absolute integrity when handling sensitive corporate financial data and commercial contracts.

What We Offer

• Competitive salary benchmarked to experience
• Bonus - depending on performance
• A collaborative, supportive environment where your contribution directly impacts company growth.

Pay: €35,000.00-€55,000.00 per year

Work Location: In person