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* Full-Time (Hybrid: typically 2 days remote, 3 days in office)
Reporting To
* Director of Business Operations
* 37K to 42K (depending on experience)
Job Overview
This is a key role within a fast-growing consultancy. The Business Operations Administrator ensures the smooth day-to-day functioning of the office, provides executive support, manages financial and HR processes, and serves as a primary point of contact for clients, team members, and suppliers. The role requires a balance of operational oversight, proactive problem-solving, and continuous improvement to enable the business to deliver best-in-class service to its clients.
Key Responsibilities
1. Office Administration & Operations
* Oversee all daily office functions, ensuring a productive and compliant work environment.
* Assist in the development and maintain office policies, procedures, and best practices.
* Manage office correspondence, documentation, and filing (including upkeep in Microsoft SharePoint).
* Coordinate procurement and inventory of office supplies (including for multiple office locations, if applicable).
* Oversee facility and vendor management; monitor maintenance and equipment needs.
* Coordinate IT support as first point of contact, liaising with external providers to troubleshoot issues.
* Identify opportunities for process improvements and implement new systems to enhance operational efficiency.
* Administer accounts payable and receivable: raise sales invoices, process purchase invoices, and manage aged debtors.
* Enter and reconcile all financial transactions (in Xero or similar software) accurately and in a timely manner.
* Complete monthly VAT/VIES returns and submit reports to ensure full compliance.
* Arrange payments to suppliers, healthcare professionals, and other vendors; manage honorarium payments as needed.
* Payroll, run monthly Irish payroll and ensure staff salaries and expenses are paid correctly, and maintain related records.
* Generate monthly/quarterly financial reports for revenue targets, profit & loss, and project planning.
* Support the CEO and Director of Business Operations by responding to finance queries and providing data or documentation as required.
* Liaise with company accountants
* Liaise with insurance partners to ensure policies are current and aligned with evolving business needs.
3. Human Resources & Health and Safety
* Lead and coordinate the recruitment and onboarding processes, working closely with external HR advisors when needed.
* Maintain employee records, contracts, and HR documentation; track annual, sick leave, and training requirements.
* Ensure compliance with labour laws, health and safety regulations, and internal HR policies.
* Collaborate with external H&S advisors to carry out risk assessments, oversee the health and safety statement, and action any recommendations or improvements.
* Research and recommend HR best practices, staying abreast of legislative changes to maintain compliance and foster a safe, positive workplace culture.
4. Client Management & Customer Service
* Serve as a point of contact for clients, responding promptly to inquiries and maintaining positive relationships.
* Oversee client onboarding processes (e.g., legal agreements, purchase orders, account setup) and coordinate project kick-off meetings.
* Address event-related queries (e.g., webinars, masterclasses, conferences).
* Ensure legal contracts and statements of work are reviewed promptly, engaging external legal advisors as required.
* Provide dedicated administrative assistance to the CEO and senior leadership, including managing diaries, scheduling meetings, and coordinating travel.
* Prepare and disseminate internal communications, reports, and presentations for executive or client-facing use.
* Attend internal meetings, capture action items, and follow up on deliverables with relevant stakeholders.
* Source, negotiate, and onboard office vendors and suppliers; manage ongoing supplier relationships and contracts.
* Monitor supplier performance, proactively renewing or updating contractual requirements as needed.
* Collaborate with external IT and legal advisors to address day-to-day needs and strategic improvements in these areas.
* Work with external legal counsel to review and finalise client and supplier contracts, ensuring adherence to timelines and risk mitigations.
* Maintain all necessary documentation for regulatory and accreditation compliance, including data protection and confidentiality requirements.
* Develop or refine business continuity and recovery plans to safeguard operational data and systems.
* Assist the Business Operations Lead with the development and administration of the company’s ESG strategy and processes.
* Organisational Excellence: Proven ability to multitask, prioritise, and manage diverse responsibilities in a fast-paced environment.
* Financial Acumen: Proficient in accounting software (Xero, Sage, or similar) and comfortable handling reconciliations, invoicing, and reporting.
* HR & Compliance Knowledge: Familiarity with recruitment processes, labour laws, H&S standards, and best practices.
* Technical Aptitude: Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), SharePoint, and basic IT troubleshooting.
* Communication: Excellent written and verbal communication skills for liaising with internal teams, external partners, and clients.
* Problem-Solving: A proactive mindset, consistently seeking out solutions and process improvements.
* Confidentiality & Integrity: Ability to handle sensitive information with discretion and professionalism.
* Teamwork & Leadership: Experience managing or guiding staff, building relationships with colleagues, and fostering a collaborative work environment.
Qualifications & Experience
Education:
* Bachelor’s degree in Business Administration, Accounting, HR, or a related field (essential).
Experience:
* 5+ years of senior office administration (or equivalent) experience in a professional services industry or similarly dynamic environment.
* Demonstrated track record handling financial and HR responsibilities.
* Familiarity with Ireland and UK labour and tax regulations is advantageous.
* Competitive salary package, based on experience.
* Hybrid working arrangement (Galway based, must live a commutable distance to Galway city).
* Professional development and training opportunities.
* A supportive, dynamic environment that encourages innovation and growth.
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Administrative
* Industries
Business Consulting and Services
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