Warehouse & administrative assistant

Topcon Positioning Group is headquartered in Livermore, California, USA (topconpositioning.com). We design, manufacture and distribute productivity tools for developing a brighter future. Whether cultivating the earth or building upon it, Topcon brings innovation in workflow automation and seamless connectivity of data to construction, geopositioning and agriculture industries focused on developing a sustainable tomorrow.

Topcon is a tech company committed to delivering innovative solutions and fostering an inclusive, respectful, and transparent workplace. We believe in equal opportunities and fair pay practices. Learn more about working with us at topconcareers.com

TOPCON Positioning Ireland is looking for a Warehouse & Administrative Assistant in Dublin – Ireland – Office based

Job Purpose:

The Warehouse & Administrative Assistant plays a key operational role in ensuring the smooth flow of goods, information, and customer support across the business. This hybrid position supports both warehouse logistics and administrative processes by accurately receiving and booking stock, preparing and dispatching orders, and maintaining up‑to‑date records in SAP and courier systems.

The role also provides essential administrative support by processing sales orders, coordinating delivery updates, and managing customer enquiries through phone, email, and walk‑ins. By combining hands‑on warehouse activity with efficient administrative coordination, this position helps maintain high service levels for internal teams, customers, and repair operations.

Core Job Duties

Administration

• Process sales orders from sales staff/end users
• Adding in customer PO
• Adding in Sales Employee
• Adding in contact number for delivery
• Follow up with TEP on outstanding deliveries and communicating this to sales staff and customers
• Manage customer phone & email queries through ticketing system
• Getting POD’s for drop shipments and direct deliveries, upload to SAP
• Dealing with customer walk in’s for repairs or accessory sales

Warehouse

• Check off deliveries & book them into stock
• Pick & pack deliveries
• Book deliveries on courier portal
• Book repairs on SAP

Scope and Impact

The Warehouse & Administrative Assistant operates across two core business functions—warehouse operations and customer-facing administration. The role spans the full order lifecycle, from receiving and booking stock to processing sales orders, coordinating deliveries, and managing customer enquiries. It requires daily interaction with internal teams (sales, logistics, repairs), external partners (couriers, TEP), and end customers. The position works primarily on-site and is responsible for maintaining accurate data in SAP, courier portals, and ticketing systems to ensure operational continuity.

Ensures operational accuracy and efficiency by maintaining precise stock records, booking deliveries correctly, and supporting timely dispatch of orders. Improves customer satisfaction through prompt handling of phone, email, and walk‑in enquiries, clear communication on delivery status, and efficient processing of repairs and accessory sales. Supports revenue flow by accurately processing sales orders, ensuring all required information is captured, and enabling smooth fulfilment. Strengthens internal coordination by providing sales teams with up‑to‑date delivery information, PODs, and issue resolution through the ticketing system. Reduces operational delays and errors through diligent follow‑up with TEP, proactive communication, and consistent data accuracy in SAP. Enhances the reliability of warehouse operations by ensuring stock is correctly received, recorded, and prepared for dispatch, contributing to overall supply chain performance.

Minimum Requirements for job:

Education/Experience

• Leaving Certificate (NFQ Level 4–5) or equivalent is required
• Experience in logistics, supply chain, business administration, or office management.
• SAP, inventory management, or customer service is beneficial

Technical / Professional Skills

Warehouse Operations:

Competent in stock handling, goods receiving, order picking/packing, and general warehouse workflow.

Systems & Software:

• Proficient in SAP for booking repairs, updating orders, and uploading PODs.
• Comfortable using courier booking portals for dispatch management.
• Experience with ticketing systems for managing customer queries.
• Strong working knowledge of Microsoft Office, especially Outlook, Excel, and Word.

Order Processing:

Ability to accurately process sales orders, input customer POs, assign sales employees, and capture delivery contact details.

Data Accuracy & Record Keeping:

High attention to detail when entering stock, updating delivery information, and maintaining system accuracy.

Customer Service:

Skilled in handling customer phone calls, emails, and walk‑ins with professionalism and clarity.

Communication & Coordination:

Effective at liaising with sales teams, couriers, and TEP to resolve delivery issues and provide timely updates.

Time Management & Multitasking:

Able to balance warehouse duties with administrative tasks in a fast‑paced environment.

Problem Solving:

Capable of identifying issues with deliveries, stock discrepancies, or customer queries and resolving them efficiently.

Physical Requirements:

Working in a warehouse environment, lift, carry, and move items, ability to move between warehouse and office areas throughout the day.

Working Conditions:

Hybrid warehouse and office environment, On‑site role, interaction with couriers, sales teams, customers, and walk‑in visitors.

Topcon is an equal opportunity employer and does not discriminate against any employee or applicant on the basis of race, color, religion, national origin, gender, gender identity, sexual orientation, disability, age, genetic information, or other legally protected status.