Job Title: Operations Coordinator
Location: Galway
We are seeking an experienced Operations Coordinator to play a key role in ensuring the smooth running and continued growth of our company.
The ideal candidate will have a strong background in Administration, Finance, HR, IT, Business Development, etc.
This is a hybrid role with 2 days spent in office. The successful candidate will have previous experience in administration, as well as the ability to engage comfortably with clients and colleagues at all levels.
A strong understanding of systems such as Word, Excel, and Outlook is essential, along with experience with electronic records, document management, finance, and billing systems would also be helpful.
Responsibilities:
* Office Management & Administration:
o Monitor and manage various email inboxes.
o Organise and diarise meetings, events, hot desks, day passes, travel, and accommodation.
o Handle incoming and outgoing post.
o Answer calls, relay messages, and correspond with clients as needed.
o Maintain and organise document filing systems for our Irish offices.
o Oversight of office inventory and management of licence agreements for facilities and utilities in our Irish offices, building and maintaining relationships with local suppliers.
o Assisting team members with resolving IT issues, coordinating with IT colleagues as necessary.
* Finance:
o Management of company credit cards and reimbursement of colleagues personal expenses.
o Generating WIP reports.
o Assisting with annual audit and VAT returns.
o Monitoring bank accounts and responding to all internal and external client account enquiries.
o Setting up new customer accounts on our finance system.
o Raising invoices, credit notes, statements, and deposit requests.
o Credit control - corresponding with clients to resolve overdue account balances.
o Sending remittances.
o Responding to vendor statement emails and resolving discrepancies.
* Business Development:
o Support marketing efforts by attending networking events and coordinating marketing materials.
o Arrange social media posts and maintain records of events and registrants.
o Focusing on business development activities to expand our Irish presence.
* HR:
o Assist with recruitment, including creating job advertisements, liaising with recruitment agencies, and organising and attending interviews.
o Manage HR records and onboarding for new hires, coordinating with UK-based colleagues.
Key Skills: Administrator, Office Manager, Accounts Administrator
Salary: €40,000 - €50,000 per annum, depending on experience