Operations Coordinator
We are seeking an experienced Operations Coordinator to join our team in Galway. This is a hybrid role with 2 days spent in the office.
Key Responsibilities:
1. Office Management & Administration:
* Monitor and manage various email inboxes.
* Organise and diarise meetings, events, hot desks, day passes, travel and accommodation.
* Handle incoming and outgoing post.
* Answer calls, relay messages and correspond with clients as needed.
* Maintain and organise document filing systems for our Irish offices.
* Oversee office inventory and manage licence agreements for facilities and utilities in our Irish offices, building and maintaining relationships with local suppliers.
* Assist team members with resolving IT issues, coordinating with IT colleagues as necessary.
2. Finance:
* Management of company credit cards and reimbursement of colleagues' personal expenses.
* Generating WIP reports.
* Assisting with annual audit and VAT returns.
* Monitoring bank accounts and responding to all internal and external client account enquiries.
* Setting up new customer accounts on our finance system.
* Raising invoices, credit notes, statements and deposit requests.
* Credit control - corresponding with clients to resolve overdue account balances.
* Sending remittances.
* Responding to vendor statement emails and resolving discrepancies.
3. Business Development:
* Support marketing efforts by attending networking events and coordinating marketing materials.
* Arrange social media posts and maintain records of events and registrants.
* Focusing on business development activities to expand our Irish presence.
4. HR:
* Assist with recruitment, including creating job advertisements, liaising with recruitment agencies, and organising and attending interviews.
* Manage HR records and onboarding for new hires, coordinating with UK based colleagues.
Requirements:
* Previous experience in administration and strong systems skills.
* Ability to engage comfortably with clients and colleagues at all levels.
* Experience with electronic records, document management, finance and billing systems would be helpful.
Salary Range:
$50,000 - $65,000 per annum.