ABOUT GREYSTAR

Greystar is a leading, fully integrated global real estate platform offering expertise in property management, investment management, development, and construction services in institutional-quality rental housing. Headquartered in Charleston, South Carolina, Greystar manages and operates over $300 billion of real estate in over 260 markets globally with offices throughout North America, Europe, South America, and the Asia-Pacific region. Greystar is the largest operator of apartments in the United States, managing more than one million units/beds globally. Across its platforms, Greystar has over $79 billion of assets under management, including approximately $36 billion of development assets and over $30 billion of regulatory assets under management. Greystar was founded by Bob Faith in 1993 to become a provider of world-class service in the rental residential real estate business. To learn more, visit www.greystar.com.

JOB DESCRIPTION SUMMARY

The Operations Coordinator acts as the central pivot for the Greystar Ireland office with responsibility for day-to-day office management, operational performance analysis, and development project administration. This hybrid role is critical to the smooth functioning of the Dublin office, ensuring that our workspace is world-class, our operational reporting is accurate and data-driven, and our development teams are supported in terms of financial administration.

The selected candidate will maintain a compliant and professional office environment, producing high-level reporting for the Operations team, and managing the invoice processes for the operations and development teams.

JOB DESCRIPTION

Key Role Responsibilities:

1. Operations Team Support (Reporting & Analytics)

Operational Reporting: Produce weekly and monthly operational reports (leasing velocity, occupancy, Marketing/Sales; Compliance) using Greystar proprietary systems and Excel/BI tools.

Presentation Support: Assist in the preparation of report packs, quarterly business review decks, and stakeholder updates, ensuring data accuracy and visual alignment with Greystar brand standards.

System Integrity & Quality Control: Ensure data input quality across operational systems and support troubleshooting basic user issues to maintain accuracy across the portfolio.

SharePoint Management: Oversee the file management system and folder structure, ensuring the team's data is organized, compliant, and easily retrievable.

2. Office Management & General Administration

Office Operations: Ensure the smooth day-to-day running of the Dublin office, managing supplies, office coordination, and support functions.

Corporate Administration: Manage essential corporate governance tasks, including document filings, company registrations, and license renewals to ensure ongoing legal compliance.

Invoice Processing & Billbacks: Manage invoice processing for corporate expenses and oversee "billbacks" to properties, ensuring costs are accurately allocated between corporate overheads and site-level budgets.

Expenses Management: Support for expense management for Senior Leadership Team

Facilities & Health & Safety: Serve as the primary point of contact for office building management, coordinating repairs, maintenance, and ensuring compliance with local Health & Safety regulations (e.g., fire warden duties, first aid kits).

Event & Team Support: Assist in organising team events, site visits, and travel arrangements for senior leadership.

Onboarding: Support the onboarding process for new Greystar Ireland team members by arranging IT equipment, access passes, and welcome packs.

3. Development Team Support & Financial Administration

Invoice Processing: Manage the end-to-end processing of invoices, ensuring accurate coding to specific project and development budget and lines and timely submission to the finance team.

Finance Management: Assist in the compilation of monthly construction payment requests, liaising with the Development Teams to ensure all vendor invoices and backup documentation are complete and compliant.

Vendor Compliance: Oversee new vendor set-up and maintenance, ensuring all contractors and consultants have up-to-date insurance, tax (RCT/VAT) details, and compliance documents on file before payment release.

Budget Tracking: Assist the Development team in tracking actual spend against project budgets, flagging variances or potential overspends in real-time.

Contract Administration: Maintain digital filing systems for all development contracts, change orders, and consulting agreements, ensuring audit-readiness at all times.

Organisational Responsibilities

Compliance: Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organisational standards, and operational processes.

Health & Safety: Demonstrates appropriate safe behaviours in accordance with Company and departmental policies, immediately reporting any safety issues or accidents.

Continuous Improvement: Identifies areas for improvement, offers suggestions to improve efficiency and productivity, and implements ideas that achieve operational excellence.

Professional Development: Keeps abreast of current changes in technology, processes, and standards within the industry by attending internal and external training classes.

About You:

Experience: Previous experience in a hybrid administrative, operations, or project support role, ideally within Real Estate, Construction, or Professional Services.
Financial Literacy: Confidence processing invoices and handling financial data is essential.
Organisational Skills: Exceptional attention to detail with the ability to prioritise conflicting deadlines across three distinct business areas.
Communication: Strong verbal and written communication skills, capable of liaising with contractors, investors, and senior internal stakeholders.
Cultural Fit: A "can-do" attitude, willing to jump between high-level analysis and day-to-day office tasks with equal enthusiasm.

Important Notice: Greystar will never request your banking details or other sensitive personal information during the interview process. Greystar does not conduct any interviews via text or messaging, and all communication will come from official Greystar email addresses (@greystar.com). If you receive suspicious requests, please report them immediately to AskHR@greystar.com.

Operations Coordinator

Job Description