Operations Coordinator

2 days ago

Naas, Co Kildare, Ireland beBeeOperations Full time €35,000 - €45,000
Job Title: Operations Coordinator

The role of an Operations Coordinator is a highly organized and proactive position that supports the smooth and efficient functioning of day-to-day operations.


Main Duties and Responsibilities:
  • Coordinate travel arrangements for field personnel, ensuring timely and effective execution.
  • Collaborate closely with field personnel and managers to arrange and communicate travel plans.
  • Demonstrate adaptability when arranging travel, which may be required at short notice.
  • Serve as the primary point of contact for queries on travel, project briefings, operations processes, and procedures.
  • Build and maintain good working relationships with customers, field engineers, and operations managers.
  • Assist in maintaining the personnel tracker and job schedule.
  • Ensure the accuracy and integrity of operations databases and systems, including the end user file, travel log, customer file, feedback forms, and timesheets.
  • Maintain adherence to internal processes and control systems, continuously seeking improvements to operational systems and processes.
  • Process and obtain approval for travel invoices, expenses, and timesheets for invoicing purposes.
  • Collaborate with internal departments (Finance, HR, QHSE, Training) as needed.
  • Record all travel arrangements on the travel log and other relevant databases and systems.
  • Expand and develop job briefings using feedback information, pre-briefing details, and other sources of knowledge.
  • Add job briefings to the database to record sent briefings.
  • Manage passport renewals and assist with visa processing for assigned engineers and projects.
  • Maintain accurate records of visas and update the visa database.
  • Interface with visa service providers, consultants, government agencies, customer agencies, and embassies.
  • Prepare TMS reports for invoicing purposes and correlate them to job numbers.

Key Experience & Qualifications:
  • Degree or equivalent experience.
  • A self-motivated individual who can take ownership and use initiative to make informed decisions.
  • Highly organized with excellent time management skills and the ability to handle multiple tasks without compromising quality.
  • Excellent interpersonal and communication skills, committed to delivering exceptional service.
  • A record of high achievement and delivery.
  • Proficiency in Microsoft Office suite.
  • The ability to work in Ireland at the time of application.

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