Office & Operations Coordinator

Beats Medical; Dublin; Remote; EUR 32,000 - 42,000; Full time

Job summary

Beats Medical is seeking an Office & Operations Coordinator to maintain day-to-day operations in a fully remote role. You will organize documentation, handle correspondence, support internal teams and external partners, and help optimize processes.

The role emphasizes proactive problem‑solving, attention to detail, and independent work with a focus on service quality and efficient administration across the organisation.

Qualifications

• 2–4 years' experience in office administration or operations coordination.
• Strong organisational and time-management skills.
• Attention to detail and structured documentation approach.
• Excellent written and verbal communication and stakeholder coordination.
• Experience in telephone-based customer support and document control is beneficial.

Responsibilities

• Coordinate day-to-day running of the Dublin office and support teams.
• Provide approximately 15 hours per week of telephone support for users.
• Maintain and organize the central document library and filing systems.
• Manage post, deliveries, supplies, and facilities.
• Assist with general administrative requirements and team travel/logistics.
• Support QA documentation and renewal tracking.
• Coordinate meetings, rooms, and onboarding for staff and partners.

Skills

organisational skills

time-management

documentation & records

communication

stakeholder coordination

problem-solving

attention to detail

customer service

Education

Diploma or degree in business/administration

Tools

Slack

Zoom

project management tools

Job description

Company Description

Beats Medical is a global leader in digital assessments, therapies, and biomarkers for Central Nervous System (CNS) conditions and rare diseases. Using its patented Colbolt platform, the company provides real-time, frictionless access to gold-standard assessments and therapies with an embedded digital biomarker focus. Pharma partners can integrate Colbolt across the clinical development lifecycle, from early R&D to post-commercialization real-world data collection, enabling more sensitive and accurate measures than traditional approaches. The platform, classified as a Class I Medical Device, is independently certified for ISO 13485 compliance and can be rapidly customized to streamline clinical trials. Beats Medical offers a cross-platform, hardware-free solution that helps partners better understand complex CNS and rare conditions and unlock breakthrough therapies.

Role Description

The Office & Operations Coordinator is a full-time remote role responsible for ensuring smooth day-to-day operations across the organization. This role includes managing administrative tasks such as scheduling meetings, organizing documentation, handling correspondence, and maintaining digital records and tools. The coordinator supports operations management by tracking workflows, assisting with project coordination, preparing reports, and helping to optimize internal processes. Additional responsibilities include providing customer service support to internal and external stakeholders, facilitating clear communication across teams, and assisting with onboarding and logistics for staff and partners. The position requires a proactive approach to problem‑solving, attention to detail, and the ability to work independently.

This is an excellent opportunity to help shape the systems and processes of a growing business.

Key Responsibilities

1. Office Operations & Team Coordination

• Coordinate the day-to-day running of the Dublin office, ensuring an organised, efficient and supportive working environment.


• Support the allocation and prioritisation of daily tasks in collaboration with relevant team members and managers.


• Track progress on ongoing activities, projects and deliverables, following up to keep work moving.


• Coordinate office attendance, team schedules and onsite arrangements to ensure appropriate coverage and smooth daily operations.


• Facilitate communication and coordination between Dublin-based employees, remote colleagues and other teams.


• Identify and resolve day-to-day administrative and operational bottlenecks.


• Maintain action trackers, meeting notes and follow-up lists to support accountability and timely delivery.


• Proactively identify opportunities to improve office procedures, systems and operational efficiency.

2. Telephone Support

• Provide approximately 15 hours per week of telephone support on a dedicated support line for our users


• Respond to enquiries in a professional, empathetic and sensitive manner.


• Accurately record enquiries, maintain support records and coordinate appropriate follow-up.


• Liaise with relevant team members to ensure enquiries are addressed efficiently.


• Maintain confidentiality and handle sensitive customer information with discretion.

3. Document Library & Information Management

• Take ownership of maintaining and organising the company's central document library and shared filing systems.


• Ensure business documentation is accurately filed, appropriately named, version‑controlled and easily accessible to authorised team members.


• Coordinate board files and reports


• Maintain organised records of NDAs, contracts, agreements, company collateral, presentations, templates and other key business documents.


• Coordinate the preparation, circulation, signing and filing of standard business documentation.


• Track outstanding documents, signatures, approvals and renewals, proactively following up to ensure completion.


• Maintain an up‑to‑date library of company information, marketing collateral, presentations and approved business materials.


• Support Quality Assurance (QA) documentation management, ensuring quality records, procedures and supporting documents are accurately maintained, version‑controlled and stored in accordance with company requirements.


• Identify missing, outdated or incomplete documentation and coordinate updates with relevant teams.


• Establish and maintain consistent document naming conventions, filing structures and appropriate access permissions.


• Ensure company documentation is kept current, organised and readily available when required.


• Maintain confidentiality and appropriate access controls for sensitive company information.

4. General Office Administration

• Manage incoming and outgoing post, deliveries and couriers.


• Coordinate office supplies, stationery, equipment and general facilities requirements.


• Liaise with office suppliers and external service providers.


• Organise meetings, meeting rooms, visitors and associated arrangements.


• Support the practical setup and ongoing organisation of the Dublin office.


• Assist with general administrative requirements across the business.

5. Basic Finance Administration

• Collect, organise and maintain receipts, invoices and expense records.


• Prepare supplier invoices for review and approval.


• Support routine expense processing and reimbursement administration.


• Liaise with external accountants regarding administrative queries and documentation.


• Maintain accurate and organised financial administration records.


• Follow up on missing financial documentation and outstanding administrative requirements.

7. Team Travel & Logistics

• Coordinate business travel and accommodation for team members.


• Organise team meetings, training sessions and internal events.


• Coordinate travel and logistical arrangements between office locations.

Arrange meeting facilities, catering and other practical requirements as needed

Qualifications

• 2–4 years' experience in office administration, operations coordination, business support or a similar role.


• Excellent organisational and time‑management skills.


• Strong attention to detail and a structured approach to documentation and record management.


• Strong analytical skills, including the ability to interpret data, identify process improvements, and support operational decision‑making.


• Candidates should possess excellent communication abilities, including clear written and verbal communication and effective stakeholder coordination.


• Candidates should possess operations management skills, such as workflow coordination, process tracking, and basic project support.


• Candidates should possess customer service capabilities, including responsiveness, professionalism, and empathy when engaging with internal and external contacts.


• Candidates should possess administrative assistance skills, including scheduling, document management, record keeping, and proficiency with productivity tools.


• Relevant skills such as time management, organization, and attention to detail are highly beneficial.


• Experience in a distributed work environment and familiarity with digital collaboration platforms (e.g., Slack, Zoom, project management tools) is an advantage.


• Previous experience in healthcare, life sciences, or technology sectors, and a relevant diploma or degree in business, administration, or a related field is preferred but not required.


• Previous experience in a startup, SME or fast‑growing organisation.


• Experience in telephone‑based customer support and customer service


• Experience managing shared document libraries, document control systems or QA documentation.


• Familiarity with basic finance administration, invoicing and expenses.


• Experience coordinating office activities, projects or operational workflows.


• Experience helping establish or improve administrative processes.