Operations & Office Coordinator

The Door Centre; Ireland; On-site; EUR 35,000 - 40,000; Full time

Benefits offered by this job

€35,000–€40,000 per year

Annual performance bonus

Full-time, permanent

Monday–Friday

On-site Galway

Training on our systems

Ownership and growth opportunities

Job summary

Connaught Joinery is seeking an Operations & Office Coordinator to join our Galway team. You will coordinate customers, orders, production schedules, deliveries and site visits in a hands-on role beyond typical desk work.

Ideal candidates are highly organised, proactive and responsible, with experience in office administration or operations coordination and strong communication skills. On-site in Carnmore - Galway with an annual salary of €35,000–€40,000 plus a performance bonus.

Qualifications

• Experience in office administration or operations coordination.
• Strong organisational skills and attention to detail.
• Comfortable dealing with customers by phone and email.

Responsibilities

• Act as a day-to-day contact for customers via phone and email.
• Coordinate orders, production schedules and deliveries.
• Process and update customer orders and communications.
• Support with site visits, documentation and ERP data entry.
• Keep production and order information accurately updated.

Skills

Organised

Customer service

Communication

Phone handling

Problem solving

Tools

Intact ERP

Job description

Operations & Office Coordinator

Connaught Joinery – Galway, Co. Galway

Salary: €35,000–€40,000 per year + Annual Performance Bonus
Job Type: Full-time, Permanent
Schedule: Monday–Friday
Work Location: On-site, Carnmore - Galway

Operations & Office Coordinator – Galway

Connaught Joinery is looking for a highly organised, proactive and capable Operations & Office Coordinator to join our growing manufacturing business in Galway.

This is a key position within our operation and would suit an experienced Office Administrator, Operations Administrator, Office Coordinator, Production Administrator or Customer Service Administrator who is ready to take greater ownership and responsibility.

This is not a traditional desk-based administration role.

You will be at the centre of the day-to-day operation, coordinating customers, orders, production schedules, deliveries, site visits, documentation and general administration.

You will work closely with management, our production team and our remote administrative support team to make sure information is accurate, customers are kept updated and jobs continue moving.

We are looking for someone who is naturally organised, confident on the phone and comfortable taking responsibility.

Most importantly, we want someone who follows things through and gets things done.

Key ResponsibilitiesCustomer Service & Order Management

• Act as a key day-to-day point of contact for customers
• Handle customer enquiries by phone and email
• Provide customers with updates on orders, production and deliveries
• Process and confirm customer orders
• Ensure all information required for an order has been received and recorded correctly
• Send quotations and follow up outstanding quotes
• Chase order confirmations and outstanding customer information
• Deal with customer queries, issues and documentation requests
• Coordinate requests for certification, tags and other order documentation
• Proactively keep customers informed throughout the order process
• Follow customer issues through until they are resolved

Production Coordination & Scheduling

• Assist with preparing and maintaining weekly production schedules
• Work closely with management on production planning and priorities
• Liaise directly with the manufacturing floor regarding upcoming orders
• Communicate schedules and order requirements to production
• Monitor jobs as they progress through the manufacturing process
• Chase outstanding orders and actions
• Identify missing information, materials or potential delays before they become problems
• Check that required materials and components are available ahead of production
• Coordinate with relevant team members where materials need to be ordered
• Keep production and order information accurately updated
• Develop greater ownership of production scheduling as you become familiar with the operation

This is a hands-on coordination position.

Deliveries & Logistics

• Organise and book customer deliveries
• Coordinate delivery dates with customers
• Keep customers updated regarding delivery arrangements
• Check that orders are ready ahead of scheduled deliveries
• Prepare delivery dockets and associated paperwork
• Maintain accurate delivery information on our systems
• Liaise with production regarding orders approaching dispatch
• Help resolve any issues preventing an order from being delivered on time

Site Visits & Diary Coordination

• Book customer site measurements and site visits
• Coordinate appointments between customers and management
• Maintain an organised schedule of upcoming orders and deliveries
• Ensure the correct customer and order information is available before each visit
• Follow up on actions or information arising from site visits

ERP, Purchasing & General Administration

• Process and maintain customer orders on our ERP system
• Accurately enter and update information using Intact
• Assist with purchasing and supplier orders where required
• Maintain accurate customer, production and delivery records
• Prepare and organise relevant documentation
• Work closely with our remote administrative support team
• Coordinate and follow up administrative tasks across the operation
• Maintain organised digital records
• Take ownership of general day-to-day office administration
• Make sure outstanding tasks are followed through rather than left unresolved

Health & Safety, Compliance & Records

You will also assist with maintaining important operational and compliance records, including:

• Health & Safety documentation
• Method statements and associated records
• Fire-door manufacturing and traceability records
• Production photographs
• Batch-testing records
• Certification and associated documentation
• Maintaining organised records that can be quickly retrieved when required

Full training will be provided on our internal systems and procedures.

The Person We're Looking For

For this position, organisation, attitude and ownership are just as important as industry experience.

You should be:

• Highly organised with excellent attention to detail
• Proactive and comfortable taking responsibility
• Confident and professional dealing with customers
• Comfortable speaking with customers on the phone
• A strong written and verbal communicator
• Able to manage multiple orders, tasks and priorities at the same time
• Comfortable chasing information and following people up when required
• Someone who naturally follows tasks through to completion
• Comfortable working between an office and manufacturing environment
• Confident using computers and business systems
• Accurate with orders, paperwork and records
• Calm and organised when priorities change
• Practical and solution-focused
• Reliable and dependable
• Comfortable working independently once trained

The most important quality is ownership.

If a customer needs an update, you find the information and come back to them.

If something is missing for production, you identify it and help get it sorted.

If an order is approaching production, you make sure the information and materials are ready.

If a delivery needs organising, you make sure it happens.

If something needs following up, you follow it through.

Experience

Previous experience in one or more of the following would be beneficial:

• Office Administration
• Operations Administration
• Office Coordination
• Production Administration
• Manufacturing Administration
• Customer Service
• Order Processing
• Production Scheduling
• Logistics or Delivery Coordination
• Purchasing Administration
• Construction Administration
• Manufacturing
• Building Products
• Joinery

Previous experience using an ERP or business management system would be beneficial.

Experience with Intact would be an advantage but is not essential, as training will be provided.

Previous joinery experience is not required.

We are particularly interested in candidates with strong administration, operations, manufacturing, construction, logistics or customer-service experience who are ready to take greater ownership of a busy role.

What We Offer

• €35,000–€40,000 per year, depending on experience
• Annual performance bonus
• Full-time, permanent employment
• Monday–Friday working week
• On-site position in Galway
• Training on our systems and processes
• Varied role with genuine responsibility and ownership
• Opportunity to become a key member of the Connaught Joinery team
• Scope to take on additional responsibility as the company continues to grow

About Connaught Joinery

Connaught Joinery is a growing Irish joinery and manufacturing company based in Galway.

We manufacture and supply joinery products for customers and projects throughout Ireland and continue to invest in our people, systems and manufacturing capabilities.

As the business grows, we are building a strong team around people who take responsibility, communicate well and want to develop with the company.