Operations Coordinator
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Job Location:
Monthly Salary:
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
ABOUT GREYSTAR
Greystar is a leading fully integrated global real estate platform offering expertise in property management investment management development and construction services in institutional-quality rental housing. Headquartered in Charleston South Carolina Greystar manages and operates over $300 billion of real estate in over 260 markets globally with offices throughout North America Europe South America and the Asia-Pacific region. Greystar is the largest operator of apartments in the United States managing more than one million units/beds globally. Across its platforms Greystar has over $79 billion of assets under management including approximately $36 billion of development assets and over $30 billion of regulatory assets under management. Greystar was founded by Bob Faith in 1993 to become a provider of world-class service in the rental residential real estate business. To learn more visit .
JOB DESCRIPTION SUMMARY
The Operations Coordinator acts as the central pivot for the Greystar Ireland office with responsibility for day-to-day office management operational performance analysis and development project administration. This hybrid role is critical to the smooth functioning of the Dublin office ensuring that our workspace is world-class our operational reporting is accurate and data-driven and our development teams are supported in terms of financial administration.The selected candidate will maintain a compliant and professional office environment producing high-level reporting for the Operations team and managing the invoice processes for the operations and development teams.
JOB DESCRIPTION
Key Role Responsibilities:
1. OperationsTeamSupport (Reporting & Analytics)
Operational Reporting:Produce weekly and monthly operational reports (leasing velocity occupancyMarketing/Sales;Compliance) using Greystar proprietary systems and Excel/BI tools.
Presentation Support:Assistin the preparation ofreportpacks quarterly business review decks andstakeholderupdates ensuring data accuracy and visual alignment with Greystar brand standards.
System Integrity & Quality Control:Ensure data input quality across operational systems and support troubleshooting basic user issues tomaintainaccuracy across the portfolio.
SharePoint Management:Oversee the file management system and folder structure ensuring the teams data is organized compliant and easily retrievable.
2. Office Management & General Administration
Office Operations:Ensure the smooth day-to-day running of the Dublin office managing suppliesofficecoordination andsupport functions.
Corporate Administration:Manage essential corporate governance tasks including document filings company registrations and license renewals to ensure ongoing legal compliance.
Invoice Processing & Billbacks:Manage invoice processing for corporate expenses and oversee billbacks to properties ensuring costs are accuratelyallocatedbetween corporate overheads and site-level budgets.
ExpensesManagement:Supportfor expense management for Senior Leadership Team
Facilities & Health & Safety:Serve as the primary point of contact for office building management coordinating repairs maintenance and ensuring compliance with local Health & Safety regulations (e.g. fire warden duties first aid kits).
Event & Team Support:Assist in organising team events site visits and travel arrangements for senior leadership.
Onboarding:Support the onboarding process for new Greystar Ireland team members by arranging IT equipment access passes and welcome packs.
3. DevelopmentTeamSupport & Financial Administration
Invoice Processing:Manage the end-to-end processing of invoices ensuringaccuratecoding to specific projectand developmentbudgetandlines andtimelysubmission to the finance team.
FinanceManagement:Assistin the compilation of monthly constructionpaymentrequests liaising with the DevelopmentTeamsto ensure all vendor invoicesand backup documentation are complete and compliant.
Vendor Compliance:Oversee new vendor set-up and maintenance ensuring all contractors and consultants have up-to-date insurance tax (RCT/VAT) details and compliance documents on file before payment release.
Budget Tracking:Assist the Development team in tracking actual spend against project budgets flagging variances or potential overspends in real-time.
Contract Administration:Maintaindigital filing systems for all development contracts change orders and consulting agreementsensuring audit-readiness at all times.
Organisational Responsibilities
Compliance:Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements organisational standards and operational processes.
Health & Safety:Demonstratesappropriate safebehavioursin accordance withCompany and departmental policiesimmediatelyreporting any safety issues or accidents.
Continuous Improvement:Identifiesareas for improvement offers suggestions to improve efficiency and productivity and implements ideas that achieve operational excellence.
Professional Development:Keeps abreast of current changes in technology processes and standards within the industry by attending internal and external training classes.
About You:
- Experience: Previous experience in a hybrid administrative operations or project support role ideally within Real Estate Construction or Professional Services.
- Financial Literacy: Confidence processing invoices and handling financial data is essential.
- Organisational Skills: Exceptional attention to detail with the ability to prioritise conflicting deadlines across three distinct business areas.
- Communication: Strong verbal and written communication skills capable of liaising with contractors investors and senior internal stakeholders.
- Cultural Fit: A can-do attitude willing to jump between high-level analysis and day-to-day office tasks with equal enthusiasm.
Important Notice: Greystar will never request your banking details or other sensitive personal information during the interview process. Greystar does not conduct any interviews via text or messaging and all communication will come from official Greystar email addresses (@). If you receive suspicious requests please report them immediately to
Required Experience:
IC
Key Skills
- Six Sigma
- Lean
- Management Experience
- Process Improvement
- Microsoft Outlook
- Analysis Skills
- Warehouse Management System
- Operations Management
- Kaizen
- Leadership Experience
- Supervising Experience
- Retail Management
About Company
At Greystar, we offer apartments in desirable locations near shopping, dining, and workplaces. Browse through our wide selection of apartments for rent and find your dream home today.
