Operations and Client Services Administrator

About Approved Property Services

Approved Property Services (APS) is a registered building surveying firm operating in the private residential sector and the Approved Housing Body sector across Ireland. They provide services such as pre-purchase inspections, snag lists, stock condition surveys, compliance certifications, and extensive inspection programs for social housing and AHB partners nationwide.

Role Overview

This position serves as the operational backbone of the company, responsible for transforming client inquiries into confirmed work, efficiently scheduling surveyors, managing bids and tenders, supporting the CEO, and enhancing the use of AI and other systems in company operations. The role entails immediate management responsibility of existing systems and a clear growth trajectory towards greater independence.

Primary Duties

• Convert client inquiries into precise, professional quotes within two hours.
• Handle confirmations and oversee job progression using Trello from initial contact to invoicing.
• Maintain comprehensive monitoring of the job pipeline at all times.
• Create and optimize realistic schedules for surveyors taking into account workload, travel, and site specifics.
• Ensure all completed tasks are invoiced and payments tracked.
• Manage submission of public and private sector tenders, progressively gaining autonomy.
• Assist the CEO with document preparation and quality assurance.
• Coordinate large multi-unit inspection projects, managing tenant communications and appointment logistics.
• Identify and develop AI-based automations to streamline repetitive administrative tasks.

Qualifications

• Level 7 or 8 degree/diploma in Business Administration, Office Management, Business Information Systems or related fields, or comparable experience.
• Professional administration certification advantageous but not mandatory.
• Formal education or certification in AI tools, prompt engineering, or automation highly preferred.
• Experience in property, construction, surveying, or housing is beneficial but not required.

Experience & Skills

• At least 5 years post-qualification experience in operations, administration, or business support.
• Proven ability to manage workflows or pipelines from start to finish.
• Experience in coordinating field staff or managing logistics and schedules.
• Hands-on professional experience with AI tools is essential.
• Familiarity with invoicing and basic bookkeeping is a plus.
• Exposure to tender or bid preparation is desirable, with training provided.
• Strong expertise in AI and prompt engineering.
• Detail-oriented, process-driven with a systems-thinking mindset.
• Leadership skills or coordination experience, even without formal management roles.
• Comfortable working with and enhancing platforms like Xero, Trello, Excel, and document templates.
• Excellent written communication skills for client engagement and formal documentation.
• A committed team player eager to become an integral member of a high-efficiency small team.

Location and Work Setup

The position is based at the company’s office in St Fechan's GAA, Termonfeckin, Co. Louth, offering onsite parking and convenient local amenities. It is a full-time role primarily onsite, suitable for candidates commuting from the greater Drogheda area.

Additional Information

This role provides significant opportunities for growth with expanding responsibilities in operational management, tender coordination, project oversight, and financial administration. The company highly values and nurtures systems thinking and AI skills within its team.