Business Operations & Marketing Coordinator

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Full Time | Ireland | Hybrid

Purpose of the role

This role is the operational backbone of the business.

Its primary purpose is to ensure that:

• Client delivery runs smoothly from onboarding to close-out
• LEO and client relationships are well managed
• Projects, consultants, billing, and reporting stay on track
• The business operates in a controlled, professional, and scalable way

Marketing execution is included, but only where it supports delivery, programmes, and pipeline — not as a separate strategy function.

About Us

We’re a small, established consultancy delivering programmes and projects across productivity/Lean, digital transformation, sustainability, and people & culture, working closely with Local Enterprise Offices (LEOs), public-sector programmes, and SME clients across Ireland.

As the business has grown, so has the need for strong operational coordination.

Role Weighting

• Operations, delivery, finance, & admin: 60-70% of role
• Marketing execution: 30-40% of role

Core responsibilities

Client Onboarding & LEO Liaison (Foundational) – Building Trust

• Act as first point of contact for LEOs and clients during onboarding
• Set up clients, projects, and contacts in CRM and booking systems
• Ensure compliance with LEO-specific requirements (POs, reporting, invoicing)
• Coordinate onboarding steps clearly and professionally

Project Coordination & Delivery Control – Ownership of the delivery rhythm

• Schedule workshops, coaching sessions, and milestones
• Track progress with consultants and delivery partners
• Proactively check in, flag risks, and resolve blockers
• Liaise with LEOs and clients to maintain momentum
• Ensure timely and complete project close-out, including final reports and submissions

Account Management & Stakeholder Communication - prevents escalation and builds reputation.

• Maintain ongoing operational relationships with clients and LEOs
• Provide clear progress updates and act as a reliable point of contact
• Handle queries, issues, and changes calmly and professionally

Finance, Billing & Commercial Control - protect cashflow and margin

• Prepare and issue client invoices in line with project milestones
• Track purchase orders and invoice status
• Liaise with bookkeeper / accountant on billing and payments
• Manage supplier invoices and reconcile against budgets
• Carry out basic credit control on overdue invoices
• Support project-level financial reconciliation

Tendering, Proposals & Growth Support

• Maintain a structured library of tender responses and templates
• Track tender opportunities and deadlines
• Coordinate inputs from management and consultants
• Ensure submissions are complete, compliant, and on time

Marketing Execution

• Coordinate marketing activity that supports:
• Programmes
• Workshops
• Tenders
• Pipeline visibility
• Execute campaigns using agreed templates:
• Email invitations and follow-ups
• LinkedIn posts (1–2 per week)
• Event pages and light website updates
• Maintain clean CRM and mailing lists

Internal Projects, Systems & Continuous Improvement

• Lead internal improvement initiatives (systems, workflows, automation)
• Coordinate internal projects to completion
• Keep process documentation accurate and usable
• Identify inefficiencies and recommend improvements

What success looks like

• Delivery runs smoothly without the company founder's intervention
• LEOs and clients experience professionalism and clarity
• Consultants know what’s happening and when
• Invoicing is timely and predictable
• Marketing activity is consistent (even if not flashy)
• Internal projects actually get finished

Who this role suits

This role suits someone who:

• Has strong operations or project management experience
• Is comfortable managing complexity and multiple stakeholders
• Communicates clearly and calmly
• Enjoys building order, structure, and rhythm
• Is capable (but not precious) about marketing execution
• Wants responsibility and ownership, not a narrow task list

Experience in consultancy, professional services, training providers, or public-sector–funded programmes is a strong advantage.

Who this role won’t suit

• Pure marketers
• Pure administrators
• People who need rigid direction every day
• People who want a brand-led or creative-first role

Location & working arrangement

• Ireland-based (Location within Ireland is flexible)
• Remote-first Hybrid
• Full time, 40 hours per week
• Occasional in-person coworking days and events as needed

Salary

€33,000 – €37,000 (Depending on experience)

Job Type: Part-time

Pay: €33,000.00-€37,000.00 per year

Expected hours: 40 per week

Benefits:

• Company pension
• Sick pay
• Work from home

Application question(s):

• Are you currently located in Ireland?

Work authorisation:

• Ireland (required)

Work Location: Hybrid remote in co. kildare, CO. Kildare