Senior Operations Coordinator

1 week ago

Naas, Co Kildare, Ireland beBeeAdministrative Full time €40,000 - €50,000
Operations Support Role

This is a highly organized and proactive position that supports the smooth functioning of day-to-day operations. The ideal candidate will excel in a fast-paced environment, demonstrating adaptability and commitment to operational excellence.

Main Responsibilities
  • Arrange travel arrangements for field personnel in a timely manner, effectively communicating with them and their managers.
  • Demonstrate adaptability when arranging travel, which could be required at short notice.
  • Serve as the point of contact for queries on travel, project briefings, operations processes, and procedures for assigned projects.
  • Establish good working relations with customers, field engineers, and operations managers.
  • Assist with maintaining the personnel tracker and job schedule.
  • Maintain databases and systems, including end user files, travel logs, customer files, feedback forms, and timesheets.
  • Adhere to internal processes and control systems, continually striving to improve operational systems and processes.
  • Process and obtain approval for travel invoices, expenses, and timesheets for development of invoicing packs to be handed over to Finance.
  • Work closely with internal administration departments when necessary.
  • Record travel arrangements on travel logs and other databases.
  • Develop and expand job briefings using feedback information and other sources of knowledge.
  • Add job briefings to the database to record briefings sent out.
  • Track and manage passport renewals.
  • Assist with visa processing for assigned engineers and projects.
  • Maintain visa records and update the visa database.
  • Collaborate with visa service providers, consultants, government agencies, customer agencies, and embassies.
  • Prepare TMS reports for invoicing packs and correlate to job numbers.
Required Skills & Qualifications
  • Third-level qualification or equivalent experience.
  • A self-motivated individual who can take ownership and use initiative to make sound judgments and decisions autonomously.
  • Highly organized with excellent time management skills and the ability to handle multiple tasks without compromising quality.
  • Excellent interpersonal and communication skills (verbal and written), dedicated to providing high-quality service.
  • Record of high achievement and delivery.
  • Proficiency in Microsoft Office suite.
  • Candidate must have the right to work in Ireland at the time of application.

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