Operations & Administration Coordinator

Are you a proactive organiser with a flair for communication, coordination, and detail?

We’re looking for a confident multitasker to join our growing team at Hayes Mechanical and Engineering — remotely! This dynamic role blends administration, HR support, and digital coordination, ideal for someone who enjoys variety and wants to make a direct impact across a business.

About Us

Hayes Mechanical and Engineering is a dynamic, well-established firm headquartered in Ballintubber, Co. Mayo, Ireland. We deliver high-quality mechanical engineering projects across Ireland. As our operations evolve, we’re looking for a remote team member based in India to strengthen our internal systems, support our digital communications, and coordinate key business functions.

You will report to and work closely with the Irish team (GMT time zone), and will play an important role in bridging time zones, systems, and people.

The Role: What You’ll Do

As the Operations & Administration Coordinator, you will be responsible for a wide range of remote support tasks, including:

• Keeping policies, procedures, and documentation up to date and aligned with Irish regulations
• Assisting in maintaining our Quality Management System and certification records (e.g. EN 1090, ISO)
• Keeping HR and training records accurate and current
• Coordinating remote onboarding for new staff (e.g. preparing induction documents, scheduling remote inductions)
• Providing data entry and digital filing support
• Supporting time tracking
• Scheduling training and tracking staff compliance
• Preparing newsletters and internal company communications
• Assisting with procurement admin (e.g. tracking suppliers, service contracts)
• Supporting the H&S team with documentation and audit prep
• Helping drive employee engagement and internal culture via remote initiatives

Who We’re Looking For

• 3+ years of experience in administration, HR support, or marketing coordination
• Excellent organisational skills and attention to detail
• Strong written and verbal English communication skills
• High level of digital literacy (MS Office, cloud file systems, social media platforms)
• Able to work independently, manage time zones, and communicate across teams
• Discreet, reliable, and proactive
• Prior experience supporting European or Irish/UK companies remotely is a plus
• Experience working in an Engineering/Construction company is a bonus

Working Hours: