Operations Coordinator

About Occu

Founded in 2019, Occu is Ireland's premier independent PRS Asset Manager, overseeing more than 4,200 residential units across 27 locations with ongoing developments. Our culture centers on purpose, integrity, and high standards, putting our team members at the forefront. We maintain an inclusive, safe, and respectful workplace as an Equal Employment Opportunity employer.

Role Summary

The Operations Coordinator supports daily coordination across operational areas such as Painting & Maintenance/Turnovers, Cleaning, Landscaping, and HVAC Support. This position ensures smooth progression of work requests through to completion by organizing communication, updates, and follow-ups. Reporting to the Operations Manager and collaborating with Team Leads, Operations Systems Coordinator, clients, managing agents, and contractors, the role requires a practical, organized individual confident in diverse communications and supporting schedule management.

Key Responsibilities

• Maintain an operational overview for Painting & Maintenance, Turnovers, Cleaning, Landscaping, and HVAC Support Services.
• Facilitate coordination across teams to prioritize tasks, manage transitions, and ensure follow-ups, enabling seamless workflow.
• Monitor ongoing projects, turnovers, and service obligations to highlight deadlines, progress, or emerging issues promptly.
• Serve as a coordination hub within the division, keeping stakeholders informed and integrating team efforts.
• Assist Team Leads with scheduling and rescheduling adhering to notice, access, and compliance protocols.
• Promote consistent planning routines and shared working methods, guided by the Operations Manager.
• Manage conflicts, capacity strains, access constraints, and escalations, referring to the Operations Manager when necessary.
• Encourage team autonomy by clarifying information, requirements, and follow-up tasks.
• Communicate daily with managing agents and clients on turnovers, deposit-related works, and furniture replacements.
• Coordinate specialized contractors and services such as HVAC/MVHR annual servicing, ensuring proper scheduling, attendance, certification, and follow-through.
• Oversee operational needs including waste management, fleet, and miscellaneous tasks by linking appropriate teams or suppliers.
• Keep internal and client stakeholders informed on operational status, highlighting risks or delays to the Operations Manager.
• Manage operational administration tasks including filing, documentation, and record-keeping for compliance and audit readiness.
• Oversee procurement processes such as purchase requests, order tracking, supplier records, and cost documentation.
• Maintain compliance and service inspection records, supporting data protection and confidentiality protocols.
• Coordinate resident notices, access arrangements, and compliance for works requiring advance notification.
• Collaborate with the Operations Systems Coordinator by providing accurate data for system management and tracking.
• Recommend practical enhancements to streamline procedures and eliminate redundancies.
• Support Team Leads in adopting consistent, repeatable operational routines.
• Foster a positive, structured, and accountable team environment.
• Provide everyday administrative and coordination support to the Operations Manager.
• Manage follow-up on operational queries and escalations, escalating issues as necessary.
• Assist with operational planning, meeting preparations, action tracking, and divisional follow-up tasks.

Required Qualifications & Experience

• Proven experience in operations coordination, service delivery, facilities/property services, or similar operational roles.
• Demonstrated ability to maintain organization while supporting multiple teams, priorities, and external stakeholders in fast-paced settings.
• Strong communication skills, comfortable liaising with clients, managing agents, contractors, and internal teams.
• Excellent organizational, administrative, and problem-solving abilities with attention to detail and task completion commitment.
• Proficiency in Microsoft Office and confidence in using operational, maintenance, or workflow systems; experience here is a plus but not mandatory.
• Experience with procurement, supplier administration, and compliance is advantageous.
• Background in property, facilities, maintenance, or residential services sectors is beneficial.

Personal Attributes

We seek a proactive, organized, and helpful individual who handles busy environments with calmness and eagerness to learn. Effective communication across teams and maintaining clarity and accuracy of information is essential.