Operations Coordinator

Occu; Sandyford; On-site; EUR 33,000 - 42,000; Full time

Job summary

Occu is seeking an Operations Coordinator to support day-to-day coordination across Painting & Maintenance / Turnovers, Cleaning, Landscaping and HVAC, ensuring smooth progression from request to completion.

You will report to the Operations Manager, collaborate with Team Leads, managing agents, clients and contractors, and help schedule and coordinate across teams to meet deadlines and compliance requirements.

Qualifications

• Experience in operations coordination, service delivery coordination or a similar role.
• Ability to stay organised while supporting multiple teams and stakeholders.
• Confident communicator with clients, agents, contractors and internal teams.
• Strong organisational, administrative and problem-solving skills.
• Proficient with Microsoft Office and common systems; experience with operations or maintenance platforms is a plus.
• Experience with procurement, supplier and compliance administration is advantageous.
• Experience in property, facilities or residential services is advantageous.

Responsibilities

• Coordinate cross-team priorities and follow-ups to move work from request to completion.
• Track live works, turnovers and service commitments across schemes and flag issues early.
• Act as coordination point for the division, keeping stakeholders informed and aligned.
• Support scheduling and rescheduling within notice, access and compliance constraints.
• Help Team Leads implement consistent planning routines and shared ways of working.
• Coordinate cross-team conflicts, capacity pressures or escalations with the Operations Manager.
• Assist with maintaining information, requirements and follow-ups for self-sufficient teams.
• Provide day-to-day admin support to the Operations Manager and assist planning meetings.

Job description

Our superstars are at the heart of everything we do, and we’re driven to being a part of their lives. When we talk about the Occu Experience, we are talking about a culture built on purpose, integrity, and high standards.

Established in 2019, Occu is Ireland’s leading independent PRS Asset Manager, with over 4,200 residential units under management across 27 locations, and further developments underway. We partner with global institutional investors and operate in a highly governed, asset-backed environment where financial discipline and transparency are critical.

Occu is an Equal Employment Opportunity employer. Our workplaces are inclusive environments where people feel safe, respected, and supported.

Role Overview

The Operations Coordinator - Occu Services supports the day-to-day coordination of operational activity across Painting & Maintenance / Turnovers, Cleaning, Landscaping and HVAC Support Services. This role helps keep information, updates and follow-through organised so that work can move smoothly from request through to completion.

Reporting to the Operations Manager and working closely with Team Leads, the Operations Systems Coordinator, managing agents, clients and contractors, this role would suit someone organised, practical and confident communicating with different people. The successful candidate will help Team Leads manage their own schedules by supporting notice, access, administration and cross-team coordination requirements.

Key Duties & Responsibilities

This list is not exhaustive and may evolve in line with business, client or operational needs.

Operational Coordination & Service Delivery

• Support a clear operational view across Painting & Maintenance / Turnovers, Cleaning, Landscaping and HVAC Support Services.
• Help coordinate cross-team priorities, hand-offs and follow-ups so work can progress smoothly.
• Track live works, turnovers and service commitments across schemes, helping to flag deadlines, updates or issues early.
• Act as a helpful coordination point for the division, keeping the right people informed and bringing teams together where needed.
• Support Team Leads to own the scheduling and rescheduling of their crew’s work within the notice, access and compliance requirements coordinated by the Operations Coordinator.
• Help Team Leads follow consistent planning routines and shared ways of working, with guidance from the Operations Manager.
• Support the coordination of cross-team conflicts, capacity pressures, notice/access constraints or escalations, escalating to the Operations Manager where required.
• Support the move toward more self-sufficient teams by helping keep information, requirements and follow-ups clear.

Client, Managing Agent & Contractor Coordination

• Support day-to-day communication with managing agents and clients on turnovers, deposit-related works and furniture replacement.
• Help coordinate specialist contractors and servicing, including HVAC / MVHR annual services and certification, ensuring bookings, attendance, certificates and close-out are followed up.
• Help coordinate other cross-scheme operational needs such as waste, fleet and ad-hoc works, linking the right team or supplier to the right job.
• Keep clients and internal stakeholders updated on operational progress, sharing risks or delays with the Operations Manager where needed.

Operational Administration, Procurement & Compliance

• Support the general operational administration of the division, including records, trackers, documentation and organised, accessible filing.
• Coordinate procurement and supplier administration, including purchase requests, order tracking, supplier records and cost-aware, well-documented ordering.
• Help maintain compliance records, service records and inspection documentation, supporting audit readiness and GDPR / confidentiality standards.
• Help coordinate resident notices, access arrangements and compliance preconditions for notice-required works, including landscaping notices via CRM where required.
• Work closely with the Operations Systems Coordinator by providing accurate operational information for agreed systems, records and trackers.

Continuous Improvement & Working Smarter

• Suggest practical improvements where processes feel unclear, duplicated or difficult to follow.
• Support Team Leads in using consistent ways of working and simple repeatable routines.
• Contribute to a positive, organised and accountable team environment.

Operations Manager Support & Escalation

• Provide day-to-day administrative and coordination support to the Operations Manager.
• Help follow up on day-to-day operational queries and escalations, passing on anything that needs Operations Manager input.
• Support operational planning, meeting preparation, action tracking and divisional follow-up as required.

Qualifications & Experience

• Experience in operations coordination, service delivery coordination, operations administration, facilities / property services or a similar operational role.
• Ability to stay organised while supporting multiple teams, priorities and external stakeholders in a busy environment.
• Confident communicator, comfortable being an operational point of contact for clients, managing agents, contractors and internal teams.
• Good organisational, administrative and problem-solving skills, with attention to detail and a willingness to follow tasks through.
• Confident systems user with strong Microsoft Office capability; experience with operational, maintenance, facilities or workflow systems would be advantageous but is not essential.
• Experience with procurement, supplier and compliance administration would be advantageous.
• Experience in property, facilities, maintenance, residential services or a similar operational environment would be advantageous.

Personal Attributes

We are looking for someone who is organised, helpful and proactive, with a calm approach to busy days and a willingness to learn. The successful candidate will be a strong communicator, comfortable working with different teams and keeping information clear, up to date and easy to follow.