Gallarus Industry Solutions Limited is a leading provider of data integration and Industry 4.0 solutions, dedicated to driving digital transformation for clients across sectors such as life sciences, manufacturing, aerospace, and more. We specialize in bridging operational technology (OT) and information technology (IT) systems to deliver unified, efficient solutions for modern industry. Our team partners with top technology providers and government agencies to pioneer cutting-edge industrial innovations. Gallarus fosters a supportive, collaborative culture where employees work with cutting-edge technologies in a fast-paced environment focused on innovation and excellence.
As the Office & Administrative Coordinator, you will be the backbone of our office operations, ensuring everything runs smoothly in our technology-driven workplace. This role supports our technical and management teams by handling a wide range of administrative tasks and streamlining processes tailored to the needs of a data integration solutions provider. Responsibilities will range from general office management duties to specialized tasks like maintaining software license records for our integration tools. You will also
The successful candidate will coordinate communications with our tech-focused clients and partners, and liaise with government and regulatory agencies as needed, ensuring professional interactions and compliance with relevant standards.

SKILLS REQUIRED:

• Excellent organizational and time-management abilities, with a keen attention to detail and the capacity to prioritize tasks and meet deadlines.
• Strong computer skills, including proficiency with MS Office (Word, Excel, PowerPoint) and other productivity software. Ability to quickly learn new tools and systems; familiarity with project management or CRM software is an advantage.
• Interest or experience in software license management or IT asset management is a plus (willingness to learn how to track and manage software licenses is essential).
• Excellent verbal and written communication skills. Comfortable interacting with tech-savvy colleagues and external stakeholders, and able to communicate professionally with clients and officials. Pays close and accurate attention to detail.
• Flexibility and ability to thrive in a fast-paced, technology-oriented environment. Able to work independently as well as collaboratively within cross-functional teams with Demonstrated ability to manage multiple and competing priorities in a proactive and flexible manner.
  Job Types: Full-time, Permanent
  Pay: €25,400.00-€40,025.40 per year

Benefits:

• Additional leave
• Company events
• Company pension
• Employee assistance program
• On-site parking
• Private medical insurance
• Sick pay
• Work from home

Schedule:

• 8 hour shift
• Flexitime
• Monday to Friday

Application question(s):

• In support of your application, are you eligible to work and remain without any restrictions in the country to which you are making an application?
• Please confirm your salary expectations for this role.
• This is primarily an onsite role, will you be able to commute regularly to the company premises.

Work Location: In perso

• Office Operations Management: Oversee daily office administration in a fast-paced tech environment, including managing calendars, correspondence, office supplies, and facility coordination to ensure smooth operations.
• Administrative Support & Documentation: Assist technical and management teams by preparing reports, presentations, and project documents, and maintain organized records in line with industry standards to support ongoing projects.
• Software License Management: Track and manage the company’s software licenses and subscriptions for data integration tools, coordinate renewals and updates, and ensure compliance with all licensing agreements.
• Client & Partner Coordination: Schedule and coordinate meetings, demonstrations, and communications with tech-focused clients, vendors, and industry partners, serving as a professional point of contact and representing the company in a courteous, efficient manner.
• Government & Regulatory Liaison: Support interactions with government bodies and regulatory organizations by preparing necessary documentation, scheduling appointments or audits, and maintaining records to meet compliance requirements.
• Data & Record Management: Maintain organized digital records and databases for contracts, licenses, and project information, using appropriate software tools to ensure data accuracy and easy retrieval of information.
• Office Technology Coordination: Coordinate the management of office technology assets (e.g. computers, software accounts, network access) and work with IT support to handle setup and troubleshoot issues, ensuring the team has the technical resources they need.
• Process Improvement: Identify and suggest improvements to administrative processes and workflows, helping the team operate more efficiently and effectively in a growing, dynamic environment.
  Experience: 2-3 years’ proven experience in an administrative coordinator, office manager, or similar role (experience in a tech or fast-paced environment is a plus).
  Qualification: A diploma or degree in Business Administration, Office Management, or a related field is preferred. Equivalent work experience or certifications in office administration will also be considered.