Operations Administrator

Operations AdministratorOn behalf of our client we're looking for a highly organised and proactive Operations Administrator to support the smooth and efficient functioning of our day-to-day operations. This position is ideal for a detail- oriented individual who excels in a fast-paced environment and is committed to operational excellence. The role is based in the Head office in Naas, Co. Kildare, Ireland. Main Duties and Responsibilities: Effectively arrange travel arrangements (flights, accommodation, car hire) as required for field personnel in a timely manner. Work closely with field personnel and managers to effectively arrange and communicate travel arrangements.

Demonstrate adaptability when arranging travel arrangements which could be required at short notice. Act as the point of contact for any queries on travel, project briefings, operations processes, and procedures for all assigned projects. Establish and build good working relations with The Company's customers, field engineers and operations managers. Assist with maintaining the personnel tracker and job schedule. Maintain the operations databases and systems, end user file, travel log, customer file, feedback forms and timesheets, briefings. Adhere to the Company’s internal processes and control systems and work continually to try to improve the current operational systems and processes.

Process and get approval for all travel invoices, expenses, and timesheets for development of invoicing packs to be handed over to Finance. Process and approve all travel invoices for development of invoicing packs to be handed over to Finance. Work closely with internal administration departments (Finance, HR, QHSE, Training, etc. ) when necessary. Demonstrate adaptability when arranging travel arrangements which could be required at short notice. Record all travel arrangements on travel log and other databases and systems. Work to expand and develop job briefings using feedback information, pre-brief information and other sources of knowledge.

Add job briefings to the database to record briefings that have been sent out. Track and manage passport renewals. Assist with the visa processing for assigned engineers and projects. Maintain visa records and update visa database. Work closely with visa service providers, consultants, government agencies, customer agencies and embassies. Prepare TMS reports for invoicing packs and correlate to job numbers. Any other reasonable task associated to the role. Key Experience & QualificationsThird level qualification or equivalent experience. Proactive self-starter who can take ownership and use initiative to make sound judgements and decisions autonomously.

Highly organised with excellent time management skills and the ability to juggle multiple tasks without ever compromising on quality. Excellent interpersonal and communication skills (both verbal and written), dedicated to providing the highest level of service. Record of high achievement and delivery. Must have excellent proficiency in Microsoft Office suite. Candidates must have the right to work in Ireland at the time of application.