Overview
Operations and Client Services Administrator Jobs in Dublin, County Dublin, Ireland at Approved Property Surveyors Ltd
Title: Operations and Client Services Administrator
Company: Approved Property Surveyors Ltd
Location: Dublin, County Dublin, Ireland
Operations & Client Services Administrator
Approved Property Services Ltd | Termonfeckin, Co. Louth, Ireland | Full-time
About Approved Property Services
Approved Property Services (APS) is a Registered Building Surveying practice (SCSI) working across the private residential market and the Approved Housing Body (AHB) sector nationwide. We deliver pre-purchase surveys, snag lists, stock condition surveys, and compliance certification, alongside multi-unit inspection programmes for AHB and social housing partners across Ireland.
About the Role
This is not a traditional administrative support position. It’s the operational core of the business — the role that converts enquiries into confirmed jobs, keeps a team of building surveyors scheduled and moving efficiently, manages our tender and bid pipeline, supports our CEO directly, and increasingly shapes how AI and systems are used across the company.
You’ll be using existing systems with genuine ownership from day one, with a clear, structured path toward greater autonomy as you build a track record with the team.
Key Responsibilities
Client & Pipeline Management
- Convert enquiries into accurate, professional quotes within a 2-hour service standard
- Manage client confirmations and drive jobs through our Trello-based workflow from first contact through to invoice
- Maintain full visibility of the job pipeline at all times
Scheduling & Logistics
- Build efficient, realistic surveyor schedules
- Balance workload and travel time across the team, factoring in access arrangements and site-specific requirements
Invoicing & Financial Oversight
- Ensure every completed job is invoiced and paid,
- Maintain full visibility of the business’s billing and payment status
Tender & Bid Management
- Coordinate public and private sector tender submissions
- Build toward greater independence in running submissions over time
Executive & CEO Support
- Prepare, format, and quality-check documents for the CEO
Project Coordination
- Act as the central coordinator on large-scale, multi-unit AHB inspection programmes
- Manage tenant contact, appointment scheduling, and progress tracking across projects of 100+ units
Systems & Automation Development
- Actively identify and help build AI-assisted/automated processes for repetitive administrative work
- Work in partnership with the CEO to expand the use of existing and new systems over time
Education & Qualifications
- Level 7 or Level 8 degree/diploma in Business Administration, Office Management, Business Information Systems, or a closely related discipline — or demonstrated equivalent experience
- A recognised professional administration qualification is an advantage but not a strict requirement
- Formal training or certification in AI tools, prompt engineering, or workflow automation is a strong advantage
- Background in property, construction, surveying, or housing is beneficial but not essential
Experience Required
- Minimum 5 years’ post-qualification experience in an operations, administration, or business support role
- Demonstrated experience managing a pipeline or queue of work end-to-end
- Experience scheduling or coordinating field-based staff, or an equivalent logistics/diary management function
- Practical, hands-on experience using AI tools in a professional context – Essential
- Experience with financial administration (invoicing, basic bookkeeping) is an advantage
- Tender or bid submission experience is a distinct advantage, though full training is provided
Key Skills & Attributes
- Strong AI fluency and genuine prompt-engineering ability
- Highly process-oriented, with a systems-thinking approach to work
- Some leadership or coordination experience, even without formal line-management background
- Comfortable working within and improving existing systems (Xero, Trello, Excel, document templates)
- Excellent written communication for client-facing correspondence, tenders, and formal documents
- A genuine desire to become a core, trusted member of a small, high-performing team
Location & Working Arrangements
Our office is based at St Fechan’s GAA, Termonfeckin, Co. Louth, with on-site parking and good local facilities — an easy, low-traffic commute for candidates based in the greater Drogheda area. This is a full-time, primarily on-site role.
Why Join Us?
This role is designed to grow. You’ll start with real ownership of the day-to-day operational pipeline, and build toward greater autonomy across tenders, project coordination, and financial oversight as you establish yourself with the team. If you’re looking for a role where your systems thinking and AI skills are genuinely valued and actively developed — not just tolerated — this is it.
