Site Operations & Data Coordinator – Multi-Site | Dublin 12 & Dublin City Centre | Permanent | Full-Time | Up to €50,000
Key Points
- Salary: Up to €50,000 per annum, depending on experience
- Location: Dublin 12 and Dublin City Centre
- Contract: Permanent, full-time
- Working Hours: Typically Monday–Friday, 9:00am–5:00pm, with flexibility around start and finish times
- Workplace: Fully on-site, across two locations
- Site Schedule: Approximately three days in Dublin 12 and two days in Dublin City Centre
- Experience: 3–5 years’ relevant experience in data management, operational reporting, business support or operations coordination
- Essential Skills: Advanced Microsoft Excel, data analysis, dashboard development, reporting and process improvement
- Sector: Healthcare Operations / Outsourced Services
- Reporting To: Site Managers, with contract-level reporting to Head Office
- Start Date: As soon as possible
Job Summary
Hall Recruitment is seeking an experienced Site Operations & Data Coordinator for a permanent position supporting two busy healthcare service locations in Dublin.
This newly structured role will bring together operational data management, performance reporting and process improvement activities across both sites, ensuring information is accurate, consistent and readily available to support management decisions.
Working closely with the Site Managers and Head Office, you will take responsibility for collecting, organising, analysing and presenting operational information, including workforce attendance, training records, compliance data and service performance.
A significant part of the position involves developing Excel dashboards, reporting systems, KPI trackers and practical processes that improve how information is managed and communicated.
We are looking for someone who is highly confident working with data, comfortable managing multiple digital systems and capable of identifying where existing reporting or administrative processes can be improved.
This is not a routine data entry or general administration position. The successful candidate will be expected to interpret information, identify trends, investigate discrepancies and present practical recommendations to management.
You will also play an important role in building effective working relationships between both sites and Head Office, helping ensure consistent reporting standards and more efficient operational processes.
Previous experience in healthcare or facilities management is not essential. We are particularly interested in candidates who have worked in busy, deadline-driven operational environments and can demonstrate strong data management, reporting and systems experience.
Training will be provided on the organisation’s internal systems.
Key Responsibilities
Data Management & Analysis
You will manage and maintain operational information across both locations, ensuring data is accurate, consistent and suitable for management reporting.
Responsibilities include:
- Collect, organise and maintain operational data from both sites.
- Manage workforce attendance, training, compliance and performance information.
- Validate data and investigate discrepancies or missing information.
- Analyse datasets to identify trends, recurring issues and areas requiring attention.
- Maintain accurate records across multiple digital systems.
- Develop structured Excel workbooks, trackers and reporting tools.
- Present findings and recommendations to relevant managers.
- Ensure information is handled in accordance with confidentiality and GDPR requirements.
What to demonstrate in your application: Professional experience managing operational datasets, checking data accuracy and using Excel to analyse information and support business decisions.
Excel Dashboards & Performance Reporting
A central responsibility will be developing clear, reliable reporting tools that provide management with meaningful information about operational performance.
Responsibilities include:
- Create and maintain advanced Excel dashboards and reporting systems.
- Produce weekly, monthly and ad hoc operational reports.
- Develop KPI trackers, performance scorecards and management summaries.
- Use formulas, pivot tables, lookups, charts and data validation to analyse and present information.
- Consolidate information from different systems and locations.
- Prepare clear, professional reports for Site Managers, Head Office and client stakeholders.
- Identify performance trends, exceptions and emerging operational risks.
- Prepare reporting packs and supporting information for management and governance meetings.
What to demonstrate in your application: Advanced Excel skills, including experience building dashboards, analysing complex datasets and producing management reports that support operational decisions.
Process Improvement & Operational Efficiency
You will review existing reporting and administrative processes across both locations and identify opportunities to improve consistency and efficiency.
Responsibilities include:
- Review how operational information is currently collected, recorded and reported.
- Identify duplicated tasks, inconsistent processes and reporting gaps.
- Recommend practical improvements to data management and reporting procedures.
- Develop standardised templates, trackers and reporting schedules.
- Document agreed procedures and maintain accurate process records.
- Identify opportunities to reduce manual data entry and paper-based activities.
- Support the introduction of more efficient digital working practices.
- Monitor the effectiveness of improvements and recommend further changes where necessary.
What to demonstrate in your application: Experience identifying inefficient processes, proposing practical solutions and implementing improvements that have strengthened reporting, accuracy or operational performance.
Digital Systems & Operational Support
You will work across multiple operational systems and help ensure information is maintained accurately and consistently.
Responsibilities include:
- Use digital systems supporting workforce management, attendance, training and operational reporting.
- Maintain accurate and up-to-date information across relevant platforms.
- Support managers and supervisors with reporting requirements and system-related queries.
- Identify recurring data quality issues and coordinate appropriate corrective action.
- Assist with the introduction or improvement of digital reporting tools.
- Maintain clear documentation and system procedures.
- Work with colleagues to ensure information is recorded consistently across both locations.
Training will be provided on the organisation’s internal systems. However, applicants must already possess strong general systems capability and advanced Excel skills.
What to demonstrate in your application: Confidence working with multiple databases and digital systems, together with the ability to learn new software quickly and improve how information is managed.
Stakeholder Communication & Multi-Site Coordination
You will act as an important link between the two operational sites and Head Office.
Responsibilities include:
- Build effective working relationships with Site Managers, supervisors and Head Office personnel.
- Coordinate reporting information and operational updates across both locations.
- Communicate data findings and recommendations clearly to management.
- Follow up on outstanding reporting requirements and agreed actions.
- Prepare information for operational reviews and management meetings.
- Work collaboratively with HR, Payroll, Finance, Training and other support functions.
- Support consistent reporting standards and information sharing between both sites.
- Manage competing priorities while meeting reporting deadlines.
What to demonstrate in your application: Strong communication and stakeholder management skills, with experience working across departments or locations and presenting information clearly to operational managers.
Essential Experience & Requirements
Applicants must demonstrate:
- 3–5 years’ relevant professional experience in data management, operational reporting, business support, operations coordination or a comparable role.
- Advanced Microsoft Excel skills, including pivot tables, complex formulas, lookups, charts, data validation and dashboard development.
- Proven experience building and maintaining management reports, KPI dashboards or performance trackers.
- Strong data analysis skills, including the ability to identify trends, investigate discrepancies and interpret operational information.
- Experience managing information across multiple digital systems or databases.
- Strong working knowledge of Microsoft 365.
- Experience identifying process inefficiencies and implementing practical improvements.
- Excellent organisational skills and the ability to manage competing deadlines.
- Strong written communication skills, including the ability to produce clear, professional management reports.
- Confidence presenting findings, explaining data and recommending solutions.
- Ability to work independently with minimal supervision.
- Strong attention to detail and a high standard of data accuracy.
- Excellent interpersonal skills and the ability to build relationships with site management and Head Office.
- Confidence questioning existing processes constructively and suggesting more effective approaches.
- Availability to work on-site across both Dublin locations.
Advanced Excel and professional data management experience are essential. Applicants must be able to demonstrate practical experience developing dashboards and management reporting tools, rather than basic spreadsheet administration alone.
Desirable Qualifications & Experience
The following would be advantageous:
- A qualification in Business, Data Analytics, Operations Management or a related discipline.
- Experience working in healthcare, facilities management or outsourced services.
- Previous experience supporting operations across multiple locations.
- Experience using Power BI or similar data visualisation software.
- Experience developing automated reporting processes.
- Knowledge of workforce management, attendance or compliance reporting systems.
- Experience supporting digital systems implementation or process improvement projects.
- Familiarity with Lean, Six Sigma or other process improvement methodologies.
- Experience preparing reports for senior management or external clients.
Previous healthcare or facilities management experience is not a requirement. Candidates from other busy, operationally focused environments will be considered where they can demonstrate the essential data, reporting and systems skills.
Who This Role Would Suit
This position may suit an experienced:
- Operations Data Coordinator
- Data & Reporting Coordinator
- Operations Analyst
- Reporting Analyst
- Business Support Analyst
- Operations Support Coordinator
- Performance Reporting Coordinator
- Contract Support Analyst
- Data Management Specialist
- Business Operations Coordinator
The ideal candidate will be confident working independently with data, developing reporting systems and communicating findings to management.
They will be comfortable working in a busy operational environment, managing deadlines and building relationships across different teams.
We are particularly interested in someone who can look beyond the figures, recognise what the data is telling them and recommend practical improvements to existing processes.
Salary, Benefits & Working Arrangements
Salary
Up to €50,000 per annum, depending on experience.
Contract
Permanent, full-time.
Location
The position is based across two Dublin locations:
- Dublin 12: Approximately three days per week.
- Dublin City Centre: Approximately two days per week.
This is a fully on-site position.
Working Hours
Typically Monday–Friday, 9:00am–5:00pm.
The employer can offer some flexibility around start and finish times to accommodate operational requirements.
The sites operate continuously, but the position is primarily based around normal weekday business hours.
Location & Right to Work Requirements
As this is a permanent, full-time, on-site position, applicants must:
- Currently reside in Ireland and be able to commute reliably to both Dublin 12 and Dublin City Centre.
- Hold unrestricted permission to live and work in Ireland on a permanent, full-time basis without requiring employer sponsorship.
- Be available to work across both locations in accordance with the agreed schedule.
Apply Now
If you are an experienced data and reporting professional with advanced Excel skills, strong analytical ability and a proven record of improving operational processes, we would like to hear from you.
Please ensure your CV demonstrates:
- Your professional experience managing operational data and reporting.
- Your advanced Excel capability, particularly dashboard development and data analysis.
- Examples of management reports, KPI trackers or reporting systems you have created.
- Your experience identifying inefficiencies and improving processes.
- Your ability to work independently and communicate effectively with management.
- Your availability to work across both Dublin locations.
Applicants must have relevant professional data management and reporting experience, together with advanced Excel skills.
Important:
As this is a permanent full-time position we can only consider applicants who have an unrestricted right to work in Ireland without conditions. This position is not available for sponsorship. Given the urgent requirement to fill this role, applicants must be living in Ireland at the time of their application in order to be considered.
