Office Manager

• Corporatepark 2, Balycoolen, Dublin, Ireland

Company Description

We at Topcon are a global leader in the development and manufacturing of technology designed to address society's greatest challenges in eye health, agriculture, and construction. We specialize in integrating optical, mechanical and electronic technologies serving medical, construction, geopositioning and agriculture industries.We are pioneers and innovators who are passionate about developing solutions that improve and enrich people's lives. We operate through a global network of 93 companies made up of subsidiaries and affiliates. We have over 4,900 employees worldwide. Our Medical Division is specialized in Eye Care.

Topcon Healthcare sees eye health differently. Our vision is to empower providers with smart and efficient technologies for enhanced patient care. Keeping pace with the ever-changing landscape of the healthcare industry, we offer the latest integrated solutions including advanced multimodal imaging, vendor-neutral data management and groundbreaking remote diagnostic technology.   A globally-oriented business, Topcon is focused on developing solutions towards solving societal challenges in the mega-domains of healthcare, agriculture, and infrastructure. In healthcare, these challenges include increasing eye disease, rising medical costs, access to healthcare and physician shortages. By investing in value-driven innovations, Topcon works to enable people to enjoy good health and a high quality of life.

 

Job Description

Responsible for managing the day to day sales office and back office administration including, sales order processing, AR management and debtor control. Oversee sees local demonstration and loan stock and ensures compliance to company processes and procedures.
Works with the sales and service teams to structure contracts to ensure compliance to company policy, government specifications and other requirements (such as general sales reporting support). 
Provides administrative sales and service support including completion of tender documentation, sales quotations and provides direct sale support to the Irish sales manager.
Support the contracts administrator and provides cover when needed.

CORE JOB DUTIES 

- Sales back office support :

• Sales order Administration including order processing
• Frontline customer call handling and sales support
• Call handling and customer liaison 
• Tender administration and documentation management

- Debtors Ledger Management

• Managing debtors accounts of SAP – address, emails, VAT number etc.
• Ensuring all settings are in order to allow for easy invoicing
• Main contact person for Debtors queries 
• Sales Order Invoicing 
• overdue AR follow up

-  Other office duties General Operational & Office support

• Managing staff holidays 
• Overtimes, expenses etc.
• Credit Card receipts and submission
• Management of local supplier contracts, fuel cards, phones, office supplies ect.
• Development & Improvement of current processes
• Upkeep of office environment including local H&S

- All common work
- Facility tasks at the office (answering phone, ordering office supplies, etc)
- Spider in the web or Irish office!

Qualifications

Education & Experience: 

•    3-5 years’ work experience in a similar function in sales and administration support
•    Minimal Secondary vocational education  preferable bachelor.    

Knowledge, Skills & Attributes:   

•    Accuracy 
•    Good level of English language (speaking & writing)
•    Discipline
•    Communication skills 
•    Decision-making
•    Problem solving
•    Flexible work setting
•    Planning & organizing
•    Stress resistant 
•    Customer oriented

Advantage: other (EU or EMEA) language skills 

 

Additional Information

This position is for location Topcon Dublin, Ireland