Operations and Admin Coordinator

At Aquachem, we are committed to saving water, reducing waste and helping customers play their part in protecting the environment, and we are proud of our Green Credentials.

JOB LOCATION

Galway or Dublin

JOB SPECIFICATION

Are you ready to be part of the team?

Due to continued growth, we seek a new member to join our ever-expanding team. Aquachem was one of the first companies in the world to create a standardised checklist for building owners to comply with and incorporated everything from potential risks, testing procedures, treatment options and plans and equipment maintenance. The Aquachem process has since gone on to form the international standard in water treatment.

Job Summary:

The Operations and Admin Coordinator will play a key role in supporting the operations team by assisting with planning, scheduling, and coordinating day-to-day activities. This role ensures the efficient execution of operational tasks, maintains accurate records, and supports the team with administrative duties. The ideal candidate will have strong organisational skills, attention to detail, and the ability to handle multiple tasks simultaneously.

Key Responsibilities:

  1. Operations Support:
    • Assist the operations team with planning and scheduling jobs and projects, ensuring all resources are in place.
    • Coordinate with relevant departments and staff to ensure smooth execution of jobs and projects.
    • Prepare and maintain job schedules, updating teams and clients on progress as needed.
  2. Client Reporting:
    • Ensure that reports and updates are sent to clients in a timely and accurate manner.
    • Compile and distribute detailed post-job reports, providing clients with any required documentation.
    • Respond to client queries related to job schedules, reports, and other operations-related matters.
  3. Log Book Preparation:
    • Prepare and maintain client log books, ensuring they are updated with accurate information.
    • Maintain digital and hard copy records of all logs, reports, and other relevant documentation for easy access and reference.
  4. General Administration:
    • Handle general office administration tasks, including filing, organising paperwork, and answering phones.
    • Manage incoming and outgoing correspondence, ensuring it reaches the appropriate teams or clients.
    • Order office supplies and equipment as needed, ensuring smooth day-to-day office functioning.
  5. Data Entry and Record Keeping:
    • Perform data entry tasks to maintain accurate records of job schedules, client information, and financial documents.
    • Assist with the preparation of invoices, receipts, and other financial paperwork when required.
  6. Meeting Coordination:
    • Schedule and organise internal and external meetings, including preparing agendas, minutes, and necessary documentation.
    • Coordinate logistics for meetings, training sessions, or client visits.
  7. Process Improvement:
    • Identify opportunities to improve operational efficiency and streamline administrative processes.
    • Support the implementation of new administrative systems or tools as needed.

Qualifications and Skills:

  • Proven experience in a similar operations or administrative support role.
  • Excellent organisational and multitasking abilities.
  • Strong attention to detail and accuracy in reporting and record-keeping.
  • Proficient in MS Office Suite (Word, Excel, Outlook).
  • Good communication and interpersonal skills.
  • Ability to prioritise tasks and work under pressure.
  • Experience in coordinating with multiple stakeholders (internal and external).

Education and Experience:

  • 2+ years of experience in an operations, administration, or coordination role.

Working Conditions:

  • Standard office environment, with occasional requirements to support operations off-site (if applicable).
  • Flexible working hours may be required to meet job deadlines or assist with urgent tasks.

Additional Information:

Interested applicants can send their CV and cover letter to shane@aquachem.ie or contact us directly on 01 – 8252775

Excellent Salary, Benefits and learning and development opportunities for the right person