Reporting to: Managing Director
Location: Based in Office HQ with ad-hoc travel across Ireland, UK, and Europe
Employment Type: Full-Time, Permanent
Role Purpose:
We are seeking a highly skilled and adaptable Senior Administrative Executive to support the Managing Director (MD) and wider business operations at Centum. This role requires someone who is hands-on, highly organized, commercially aware, and capable of managing a broad range of administrative, financial, property, and operational tasks with a strong focus on confidentiality, efficiency, and initiative.
Key Responsibilities:
Financial and Billing Administration:
• Manage cost capturing, expense tracking, and ongoing monitoring against budgets.
• High proficiency in Microsoft Excel, including pivot tables, data tracking, and reporting.
• Confident use of online banking for payments, reconciliations, account monitoring.
• Take ownership of billing processes for tenants, including issuing rent invoices, tracking payments, and following up on arrears.
• Administer billing for company-owned aircraft, ensuring accurate capture of usage, costs (landing, handling, pilot services), and correct allocation of operating expenses.
• Maintain detailed spreadsheets and backup documentation for aircraft usage and cost apportionments.
• Chase down all associated invoices, receipts, and paperwork to ensure full financial control.
Property Management and Professional Liaison:
• Liaise with tenants, estate agents, and letting agents to manage properties and tenancies.
• Handle property-related expenses such as rates bills, insurance renewals, and service charge reconciliations.
• Work with professional service providers, including architects, consultants, and engineers for planning applications, wastewater impact assessments, and surveys.
• Monitor and control critical dates for property renewals, legal obligations, and inspections.
Travel, Logistics, and Event Support:
• Arrange flights, hotels, taxis, and other transport for staff and clients.
• Organize logistics around meetings, site visits, and ad-hoc travel needs.
• Attend and help organize corporate events, customer events, and hospitality functions as required.
• Manage daily transport and occasional driving tasks (e.g., collection/delivery of important documents, driving staff to events).
Office Administration and Communications:
• Handle high volumes of emails, phone calls, and WhatsApp communications efficiently and professionally.
• Calendar management for the MD and senior team: schedule appointments, manage diaries, arrange Teams meetings.
• Attend Teams calls on behalf of the MD where necessary, acting in real time to escalate issues and obtain answers.
• Prepare documentation and correspondence as needed, including sensitive and confidential materials.
• Manage and allocate tasks and follow up to ensure deadlines and deliverables are met.
Task and Workflow Management:
• Maintain momentum across all operational and administrative matters, ensuring that issues are proactively moved forward.
• Hold daily or weekly meetings with the MD to prioritize tasks and get necessary instructions.
• Understand and mirror the MD’s decision-making style to independently progress routine matters.
Confidentiality and Sensitive Information Management:
• Handle private and commercial matters with discretion and full confidentiality.
• Manage private banking tasks, insurance renewals, solicitors, accountants, and professional service interactions.
• Send and manage Non-Disclosure Agreements (NDAs) and sensitive legal documentation.
Skills and Experience Required:
• Exceptional Microsoft Excel skills, particularly in pivot tables, reporting, and document control.
• Proven experience in high-level administration in a fast-paced, complex, and confidential environment.
• Previous exposure to property management (rent collection, liaising with agents, handling rates and renewals).
• Strong understanding of cost tracking, expense management, and financial reconciliations.
• Experience in dealing with planning applications, professional consultants, and regulatory processes is desirable.
• Comfortable working with subcontractors, service providers, and aviation-related billing.
• High organizational skills, excellent attention to detail, and a strong ability to independently drive tasks forward.
• Prior experience with financial software systems (e.g., Sage) is highly advantageous.
Personal Attributes:
• Highly confidential, discreet, and trustworthy.
• Strong decision-making abilities and problem-solving approach.
• Flexible and adaptable, with willingness for ad-hoc travel (approx. once per month to Europe/Ireland/UK).
• Professional and polished communication skills (written and verbal).
• Highly proactive, energetic, and capable of working independently and under pressure.
• Preferably middle-aged, mature, flexible in commitments, and available to work full-time without significant external constraints.
• Full clean driving license essential.
Additional Information:
• Occasional physical errands (e.g., notarising documents, event logistics, document deliveries) form part of the role.
• Full training will be provided on internal systems and processes.
• This is a varied and dynamic role requiring someone who can seamlessly support the MD and wider business while maintaining a high standard of organization and control across all operational areas.
