Ireland - EMEA Operation & Service Specialist

Apollo Mission Critical Engineering

6d • Hybrid

About The Position

Apollo is preparing for continued growth across Europe, including upcoming data centre projects scheduled for 2027, and is seeking a motivated and highly organized professional to join our team as an EMEA Operations & Services Specialist. The EMEA Operations & Services Specialist will support the day-to-day delivery and continued development of Apollo's EMEA Shared Services function, providing cross-functional operational support across Finance, Accounts Payable, Procurement, Payroll Administration, Vendor & Contract Administration, Logistics, Travel, and General Business Operations. Working closely with the Shared Services Lead – EMEA and collaborating with Finance, Human Resources, Operations, IT, Legal, Health & Safety, and Project Management teams, the successful candidate will help establish and maintain efficient, compliant, and scalable operational processes across Apollo's growing European operations. This role is ideal for someone who enjoys working across multiple business functions, takes ownership of operational activities, has strong attention to detail, and is comfortable operating in a fast-paced and evolving international environment.

Requirements

• Bachelor's degree or equivalent professional experience in Business Administration, Finance, Accounting, Operations, Supply Chain, Procurement, or a related field.
• Previous experience within operations, Shared Services, finance administration, procurement, business support, or a similar cross-functional role.
• Experience supporting Accounts Payable, procurement, payroll administration, vendor management, contract administration, logistics, or related operational activities is highly desirable.
• Experience working within an international or multi-country organization is an advantage.
• Experience supporting engineering, construction, data center, technology, or other project-based environments would be beneficial.
• Strong attention to detail and commitment to maintaining accurate financial and operational records.
• Strong written and verbal communication skills in English; additional European languages are an advantage.
• Strong Microsoft Office skills, particularly Excel, with the ability to learn and work effectively with ERP, HR, procurement, and other business systems.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, suppliers, and stakeholders simultaneously.
• Successful background check, including pre-employment drug screening
• Candidate with legal authorization to work in Ireland
• Ability to provide appropriate documentation confirming eligibility to work in Ireland

Nice To Haves

• Additional European languages are an advantage.

Responsibilities

• Support the day-to-day financial administration of the EMEA Shared Services function.
• Manage the end-to-end Accounts Payable (AP) process, including invoice verification, coding, approval coordination, payment preparation, supplier statement reconciliations, and resolution of invoice discrepancies.
• Maintain accurate financial and supplier records within company systems and ensure supporting documentation is appropriately retained.
• Assist with month-end close activities, bank reconciliations, VAT support, financial reporting, and audit preparation in collaboration with internal Finance teams and external accounting partners.
• Support budget and expenditure tracking by monitoring purchase commitments, operational expenses, invoices, and supplier costs.
• Prepare financial and operational information required for management reporting and internal reviews.
• Coordinate payroll administration activities with external payroll providers across EMEA.
• Support payroll data collection and validation, including new hires, employee changes, salary information, deductions, benefits, leave information, and terminations.
• Assist with employee benefits administration and coordination with external benefits providers.
• Support payroll and employment-related statutory administration in collaboration with HR, Finance, and external advisors.
• Administer employee expense reimbursement processes, ensuring claims are appropriately documented, approved, and processed in accordance with company policies.
• Coordinate the procurement lifecycle, including purchase requisitions, purchase orders, supplier quotations, approvals, order placement, tracking, and delivery management.
• Coordinate vendor onboarding and maintain accurate supplier information and supporting documentation.
• Coordinate the procurement and distribution of IT equipment, office supplies, Personal Protective Equipment (PPE), and other operational resources required by employees and project sites.
• Maintain procurement records and support compliance with company approval processes and internal controls.
• Develop and maintain effective working relationships with suppliers and service providers across EMEA, supporting performance monitoring and issue resolution.
• Support supplier sourcing and quotation comparisons, considering cost, quality, service, compliance, and delivery requirements.
• Support the administration of supplier, service provider, consultancy, and operational contracts across EMEA.
• Maintain an organized contract repository and accurate records of executed agreements, amendments, renewal dates, expiration dates, and termination or notice periods.
• Assist with ensuring vendors maintain required contractual and compliance documentation, including insurance certificates and other supporting records.
• Support the development and implementation of standardized contract administration and document-control processes across EMEA.
• Monitor key contractual milestones and proactively support contract renewals, amendments, and expirations.
• Coordinate contract requests, internal reviews, approvals, signatures, and document execution in collaboration with Legal, Finance, Procurement, Operations, and relevant business stakeholders.
• Coordinate domestic and international shipments, including courier arrangements, shipment tracking, customs documentation, commercial invoices, and import/export requirements.
• Coordinate travel-related operational activities, including travel purchases, accommodation arrangements, supplier payments, and related administrative requirements.
• Assist with the coordination of suppliers and resources required to support project readiness and mobilization.
• Support operational requirements associated with new projects, site mobilizations, and employee deployments across EMEA.
• Support logistics planning for equipment, PPE, IT assets, and other materials required for EMEA offices and project sites.
• Support employee onboarding logistics, including equipment orders, IT and access requests, documentation coordination, and communication with internal departments and external vendors.
• Support office and facilities administration across EMEA entities, including office equipment, supplies, facilities coordination, and service-provider management.
• Provide general operational and administrative support to the EMEA Shared Services and Operations teams as required.
• Coordinate operational requirements for new starters, remote employees, and field-based/project employees.
• Support compliance with company policies, internal controls, GDPR requirements, and applicable finance, procurement, employment, and Health & Safety requirements across EMEA.
• Develop, maintain, and continuously improve Shared Services Standard Operating Procedures (SOPs), process maps, templates, trackers, and operational workflows.
• Support the development of scalable Shared Services processes as Apollo's EMEA operations, workforce, and project portfolio expand.
• Identify opportunities to automate administrative activities, reduce manual processes, strengthen controls, and standardize workflows.
• Maintain accurate operational documentation and records to support internal reviews and external audits.
• Generate and maintain operational reports, trackers, and dashboards covering procurement, Accounts Payable, payroll administration, expenses, vendor performance, contracts, and logistics.
• Collaborate closely with Human Resources, Finance, Operations, IT, Legal, Procurement, Project Management, and Health & Safety teams to ensure effective delivery of Shared Services.
• Support special projects and operational initiatives associated with Apollo's continued development and expansion across the EMEA region.
• Perform additional operational, administrative, and project-related responsibilities as required to support evolving business needs.
• Coordinate with external payroll providers, accountants, benefits providers, suppliers, consultants, and other professional service providers across EMEA.
• Monitor operational activities and escalate risks, delays, compliance issues, or service-delivery concerns when appropriate.

Benefits

• This position will be employed via a professional Employer of Record (EoR) model, in partnership with G-P (Globalization Partners), ensuring full compliance with local employment regulations across EMEA jurisdictions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level