We are an independent Irish tower company operating a portfolio of real estate/ telecommunications infrastructure sites across Ireland. Backed by a leading infrastructure fund, we are a growing business at an exciting stage of development, with a professional and collaborative team environment.
The Business Support Executive is the operational backbone of the business — owning site access coordination, office and administrative management, finance administration, board governance support, and portfolio record-keeping. This is a varied, high-responsibility role with real visibility from day one.
We are looking for a highly organised, proactive individual who can span multiple functions with confidence. You will be comfortable dealing with contractors and engineering teams one hour, and supporting the preparation of board-level materials the next. This role offers significant scope to grow with the business.
III. Key Responsibilities
A. Site Access Management
– Access System Management: Own and administer the company's site access system, ensuring it remains accurate, reliable, and auditable at all times.
– Access Coordination: Process and coordinate site access requests, including scheduling access for contractors and engineering teams across the portfolio.
– Protocol Oversight: Ensure adherence to all access protocols, including emergency and out-of-hours procedures.
– Database Maintenance: Maintain the central access database as the single source of truth, keeping records current and complete.
– Contractor Compliance: Review contractor RAMS and insurance documentation prior to granting access permissions.
– Access Inbox: Manage the dedicated site access email inbox; respond to access and operational queries in a timely, professional manner.
– Maintenance Coordination: Support the coordination of planned maintenance activities and updates across the portfolio.
B. Office & Administrative Management
– Office Operations: Manage day-to-day office administration, ensuring the business runs smoothly and efficiently, including supplies, utilities, and vendor relationships.
– Executive Support: Provide administrative support to the Managing Director and senior team, including diary management, travel coordination, and correspondence.
– Document Management: Maintain organised, accessible filing systems — physical and digital — for all company records, contracts, and correspondence.
– Onboarding Support: Assist with onboarding of new employees and contractors, including access setup and documentation requirements.
– Communications: Handle incoming calls and queries, providing a professional first point of contact for contractors, tenants, and other stakeholders.
C. Finance & Accounts Administration
– Billing Support: Assist with the preparation, review, and tracking of customer billing, including supporting the issue of invoices and maintaining related billing records.
– Payment Reconciliation: Support reconciliation of customer receipts, supplier payments, and other finance transactions, ensuring payments are accurately recorded.
– Bank Reconciliations: Assist with regular bank reconciliation processes across company bank accounts, including identifying and following up on unreconciled items.
– Creditors Ledger: Support the maintenance and review of the creditors ledger, including tracking supplier balances, payment dates, and outstanding invoices.
– Invoice & Payment Tracking: Maintain invoice and payment tracking schedules covering ground rent payments, operator invoices, supplier invoices, and other recurring finance items.
– Finance Liaison: Liaise with the internal finance team, outsourced accounting providers, suppliers, and other stakeholders to resolve queries and ensure records are complete and up to date.
D. Executive & Corporate Governance Support
– Board Meeting Support: Provide comprehensive administrative support for board and advisory committee meetings, including preparing agendas, compiling slides, taking and distributing minutes, and maintaining action trackers.
– Status Reporting: Coordinate content inputs from internal stakeholders and external partners for meeting materials and maintain status trackers on an ongoing basis.
– Third-Party Coordination: Assist with initial outreach to third-party providers, comparison of quotes, and coordination of inputs for management meetings.
– Scheduling & Logistics: Plan meetings and travel arrangements, ensuring board and committee members are available for scheduled meetings.
E. Asset Management & Portfolio Coordination
– Portfolio Records: Maintain accurate records for leases, licences, and site agreements across the portfolio.
– Portfolio Databases: Update and manage asset trackers, site databases, and document repositories to ensure robust reporting and governance.
– Critical Date Tracking: Monitor lease events including expiries, break options, rent reviews, and renewal dates, and escalate upcoming actions to the relevant team member.
– Landlord & Customer Correspondence: Support landlord and customer correspondence relating to access, documentation requests, notices, and general site administration.
– Site Change Administration: Assist with the administration and tracking of site upgrades, decommissioning activities, and customer change requests.
IV. Skills & Experience
Essential:
- Strong organisational and administrative skills with high attention to detail.
- Proven ability to manage multiple workstreams and competing priorities in a fast-moving environment.
- Excellent written and verbal communication skills; comfortable dealing with senior stakeholders.
- Experience in a finance administration, bookkeeping, or accounts support role.
- Proficiency in Microsoft Office (Excel, Word, Outlook, Teams); confidence working with databases and document management systems.
- Ability to work independently, use initiative, and take ownership of tasks through to completion.
Advantageous:
- Experience in a telecoms, infrastructure, real estate, or fund-backed business environment.
- Familiarity with lease administration or property/asset management records.
- Experience supporting board-level governance or investor reporting.
- Experience with accounting platforms (e.g. Sage, Xero, or similar).
V. What We Offer
- A varied, high-responsibility role spanning multiple business functions.
- Direct exposure to a fund-backed infrastructure business with an active growth agenda.
- A collaborative, professional team environment.
- Competitive salary commensurate with experience.
- Health Insurance
Pay: €36,000.00-€45,000.00 per year
Benefits:
- Company events
- Company pension
- On-site parking
- Private medical insurance
Work Location: In person
