Operations Coordinator

Background:

Celtic Dynamics Engineering Ltd. is a technical engineering consultation and services company, specialising in the development of energy solutions for engineering projects in the industrial sector. With over 330 international energy savings projects delivered across 38 countries, we are quickly becoming one of Ireland's leading energy engineering services companies. We offer a comprehensive range of energy and technical engineering services to a wide range of commercial and industrial clients both locally and internationally.

Overview of the Role:

We are seeking a highly motivated Operations Coordinator to support our growth by identifying and qualifying new business opportunities. As an Operations Coordinator, you will liase with prospective clients, scheduling client site visits, route services to the correct teams, and carefully capture and file all details from calls and follow-up emails in shared folders and Monday.com—keeping records and lead statuses accurate and up to date. This is a great opportunity for someone with an entrepreneurial spirit and a passion for sustainability, who is eager to grow in the energy and engineering space. We offer a competitive salary and benefits for this role as well as opportunity for remote working.

Main Duties and Responsibilities:

• Handle warm booking calls as the first point of contact; capture scope, key details, and next steps.
• Schedule and coordinateclient site visits, aligning calendars across sales and engineering; send invites, agendas, confirmations, and manage reschedules.
• Route services to the correct teams based on call outcomes; open/assign work in Monday.com and track next actions.
• Maintain accurate records: log call notes, emails, attachments, and status updates in Monday.com and shared folders using agreed naming conventions.
• Manage follow-ups: send confirmation emails and information requests, chase missing details, and record all correspondence.
• Produce simple pipeline snapshots/reports (e.g., weekly activity summaries), flagging risks, blockers, and overdue items.
• Improve templates and processes (booking scripts, checklists, forms) in collaboration with sales and engineering to streamline handoffs.
• Support meeting logistics (virtual and occasional in-person): arrange details, take notes, and circulate actions.
• Ensure GDPR and confidentiality compliance when collecting, storing, and sharing client data.

Required Skills for this Role:

• 1–2 years in an admin/operations/coordinator or client-scheduling role.
• Confident handling warm booking calls; clarify scope and next steps.
• Scheduling & logistics across calendars; coordinate site visits/virtual meetings; manage reschedules.
• CRM proficiency (Monday.com preferred): update stages, assign owners, attach files, avoid duplicates.
• Rigorous record-keeping and file management using shared folders/naming conventions.
• Clear written communication for confirmations, info requests, and follow-ups.
• Basic reporting: compile simple weekly pipeline/activity snapshots from CRM/Sheets.
• Strong attention to detail and time management across multiple concurrent bookings.
• Collaborative with sales/engineering to route work and streamline handoffs/templates.
• Continuous improvement mindset: proactively refine templates, checklists, and data capture processes.

Location and Travel:

This is a remote position based in Ireland. Occasional travel may be required for meetings, events or training sessions.

Eligibility:

Applicants must have the right to live and work in the Republic of Ireland. Non-EU/EEA nationals must have valid residency and work permits. For more details, visit the Department of Jobs, Enterprise and Innovation website.

High proficiency in both written and spoken English is required.