Finance & Operations Administrator

2 weeks ago

The Municipal District of Callan Thomastown, Ireland Aurum Exploration Services Full time

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Aurum Group consists of Aurum Exploration Limited, a leading geological consultancy providing geological, geophysical, and geochemical solutions to clients in the mineral exploration industry, and Aurum Discovery Limited, a project generation company focused on identifying and developing early-stage mineral deposits.

We collaborate with a diverse range of clients, including Irish and international companies as well as Government agencies. At Aurum Group, we offer a dynamic and evolving work environment, providing employees with opportunities for professional growth and development.

Job Overview:

This role offers an excellent opportunity for a motivated individual to develop and advance their career in a dynamic, fast-paced professional services environment.

Reporting to the Finance Director, with a dotted line to the Principal Geologist, you will play a key role in both financial and operational functions. Your responsibilities will include day-to-day accounting tasks, such as financial reporting and compliance (Xero), as well as overseeing and managing our time management and billing system (ProjectWorks). This system is essential for tracking time on third-party billable projects, monitoring related project costs, and generating valuable internal reports.

Beyond finance, you will provide administrative support, coordinate company activities, and ensure the application of sound commercial practices across operations. A crucial aspect of this role is maintaining and optimizing our financial and operational systems, including Xero, ProjectWorks, and HR Locker, to enhance overall efficiency and business effectiveness.

Accounting Duties:

  1. Maintain and optimise the use of our core financial and operational systems, including ProjectWorks (billing system), Xero (accounting system), and HR Locker (HR system), ensuring efficiency and accuracy.
  2. Assist in managing day-to-day accounting transactions, including bank reconciliations, financial reporting, and general ledger maintenance.
  3. Process accounts payable and receivable, ensuring timely and accurate monthly payment runs and client invoicing.
  4. Handle intercompany transactions, including processing invoices and reconciling intercompany accounts on a monthly basis.
  5. Prepare and maintain key financial reports, including weekly debtor reports, Work in Progress (WIP), and billable reports for internal review.
  6. Support monthly payroll processing by compiling and reconciling monthly expense reports.
  7. Manage client onboarding and contracts, ensuring all financial and contractual documentation is properly recorded and maintained.
  8. Contribute to various ad-hoc financial projects as required to support business operations and strategic initiatives.
  9. Collaborate with internal teams to streamline financial processes, improve reporting accuracy, and enhance overall operational efficiency.

Administrative Duties:

  1. Manage communication channels, including phone calls, emails, letters, and packages, ensuring timely and professional correspondence.
  2. Coordinate office activities to enhance efficiency and ensure compliance with company policies and procedures.
  3. Provide proactive administrative support to the Finance Director, Principal Geologists, and Operations Director, assisting with documentation, scheduling, and reporting.
  4. Support field teams operating both nationally and internationally, ensuring they have the necessary resources and logistical assistance to carry out their work effectively.
  5. HSE Administration - Manage and utilise key platforms, including I-Auditor for HSEQ and lone working, and Strikingly for the Aurum H&S portal.
  6. Perform data entry and maintain up-to-date records in HubSpot (CRM).
  7. Assist in the creation and development of quarterly company newsletters.

Qualifications:

  • IATI qualified/part-qualified or equivalent.

Skills:

  • Strong knowledge of general accounting principles and experience with accounting software.
  • Minimum of 3 years' experience in a finance or accounting role.
  • Excellent organisational and time management skills, with the ability to balance multiple functions.
  • Ability to collaborate across multiple time zones, liaising effectively with colleagues in global locations.
  • Strong teamwork skills, with experience working in a multidisciplinary environment.
  • A results-driven approach, with the ability to take initiative, problem-solve, and maintain a positive, solution-focused outlook.
  • Friendly and approachable, often serving as the first point of contact for colleagues and clients.
  • Proactive mindset, with the ability to self-manage, prioritise tasks, and organise workload effectively.
  • Excellent written and verbal communication skills, with a professional and approachable manner.
  • Proficiency in MS Office, particularly Excel, and experience with accounting and operational software such as Xero and ProjectWorks.
  • Experience with software packages such as Adobe Pro (desirable).
  • Full, clean EU/UK driving licence.

This role offers a pathway for those aspiring to gain a professional qualification in accounting, with opportunities for career advancement within the company.

Additional Requirements:

  • Eligibility to work in Ireland.
Seniority level
  • Mid-Senior level
Employment type
  • Full-time
Job function
  • Management and Manufacturing
  • Industries
  • Mining
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