Operations Coordinator Keltie Ltd (Ireland)

The role

 

We are seeking an Operations Coordinator to maintain the smooth functioning and continued growth of Keltie’s Irish business. Our new recruit will support professional colleagues to work efficiently, providing vital administrative assistance and acting as a crucial link between our Irish offices and UK-based support functions, including Administration, Finance, Business Development, HR, Professional Support, Records and IT.

 

This is a full-time, hybrid role based primarily in our Galway offices. Occasional travel to our Dublin and UK offices will also be expected.

 

The role offers a varied workload, ideal for a proactive and organised individual with strong multitasking skills and a keen desire to help a young business to grow.

 

 

Key responsibilities

 

Office Management and 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.
• Assisting team members with resolving IT issues, coordinating with IT colleagues as necessary.
• Take on ad hoc responsibilities with flexibility, addressing urgent tasks or unexpected issues as they arise.
• Keep Irish colleagues informed of updates, big or small, and prepare agendas for group meetings.

 

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.

 

Business Development:

• Support marketing efforts by attending networking events and coordinating marketing materials.
• Arrange social media posts and maintain records of events and registrants.
• Focus on business development activities to expand our Irish presence.

 

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.

 

 

The candidate

 

This opportunity is ideal for an enthusiastic and hard-working candidate who will contribute fully to our skilled and friendly team. The ideal candidate will provide a warm and professional reception to clients and other visitors, contributing fully to our collaborative environment. Experience in a professional setting is highly desirable, and the ability to engage comfortably with clients and colleagues at all levels is essential.

 

The candidate will be comfortable with Word, Excel and Outlook; experience with electronic records, document management, finance and billing systems would also be helpful.

 

We look for people with exceptional communication and organisational abilities, energy and enthusiasm, and a proactive approach to problem-solving. A keen eye for detail, strong written and spoken English, and excellent time management with flexibility to adapt as needed are all of critical importance.

 

 

Salary: Negotiable depending on experience.  

 

Employee benefits (some after probationary period): flexible working; company pension plan; private healthcare plan; life assurance; 25 days’ holiday plus paid bank holidays; Bike to Work scheme; discretionary study support and study leave; social events in Ireland and the UK.