XTN-B098833 | EXECUTIVE ADMIN ASSISTANT/ OPERATIONS COORDINATOR

The Role
You’ll become the central point of coordination between our clients, photographers, editors and management team.
Every property we photograph relies on careful planning, accurate information and clear communication. Your role is to ensure nothing gets missed.
You’ll coordinate bookings, manage photographer schedules, communicate with estate agents, oversee logistics, maintain accurate business records and solve problems before they affect our clients.
Success in this role comes down to organisation, attention to detail and taking ownership.

What We’re Looking For

We’re looking for someone who genuinely enjoys creating order from chaos.

You love organisation.

You enjoy solving problems.

You notice when something doesn’t look right.

You naturally double-check your work before pressing send.

You take ownership rather than waiting for someone else to fix an issue.

Most importantly, you understand that small mistakes can create big problems.

Key Responsibilities

Booking Management

·       Process all new bookings accurately and efficiently.

·       Verify property addresses, vendor details and contact information.

·       Confirm appointment dates and times with clients.

·       Ensure every booking contains all necessary information before assignment.

·       Update booking changes immediately and accurately.

·       Maintain complete booking records within our CRM.

Photographer Scheduling & Logistics

·       Build efficient daily schedules for photographers.

·       Plan routes that minimise unnecessary travel and maximise productivity.

·       Coordinate multiple photographers across different regions.

·       Manage cancellations, delays and last-minute schedule changes.

·       Ensure photographers have all necessary information before each appointment.

·       Monitor daily operations to keep jobs running on schedule.

Client Communication

·       Communicate professionally with estate agents, vendors and partners.

·       Respond promptly to booking enquiries.

·       Confirm appointments and manage schedule updates.

·       Keep clients informed if delays or issues arise.

·       Deliver an exceptional customer experience with every interaction.

Spreadsheet & Data Management

Accurate data is critical to the success of our business.

You will maintain spreadsheets and reports that track bookings, photographer schedules, workloads, operational performance, client information and business metrics.

You should be confident using Microsoft Excel and Google Sheets to organise, analyse and maintain accurate business data.

This includes:

·       Creating and maintaining organised spreadsheets.

·       Managing large volumes of operational data.

·       Using formulas, filters and basic reporting tools.

·       Identifying inconsistencies and correcting errors.

·       Producing reports for management.

·       Ensuring business information is always accurate and up to date.

Accuracy is more important than speed. We value people who take the time to get things right.

Operational Administration

·       Maintain accurate CRM records.

·       Ensure every property progresses correctly through the production workflow.

·       Track outstanding jobs and delivery deadlines.

·       Coordinate between photographers, editors and clients.

·       Support continuous improvements to internal systems and processes.

Quality Control

Before every booking you will verify:

·       Correct property address.

·       Correct estate agent details.

·       Vendor contact information.

·       Services booked.

·       Photographer assigned.

·       Appointment time confirmed.

·       Access arrangements.

·       Special instructions included.

Nothing should ever be assumed.

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Essential Skills

·       Exceptional organisational skills.

·       Outstanding attention to detail.

·       Excellent communication skills.

·       Strong written and spoken English.

·       Ability to prioritise multiple tasks.

·       Excellent time management.

·       Strong spreadsheet skills (Excel and Google Sheets).

·       Confidence using technology and learning new software.

·       Calm under pressure.

·       Strong problem-solving ability.

·       Positive, proactive attitude.

·       Ability to work independently and as part of a team.

Desirable Experience

Experience in one or more of the following is advantageous:

·       Operations coordination.

·       Logistics or scheduling.

·       Office administration.

·       Customer service.

·       Property or estate agency administration.

·       Project coordination.

Property industry experience is beneficial but not essential.

Success in This Role

You’ll be expected to consistently:

·       Schedule photographers efficiently.

·       Eliminate booking errors.

·       Reduce unnecessary travel time.

·       Ensure appointments run on time.

·       Keep clients informed.

·       Solve problems before they affect customers.

·       Support the wider Kapture team.

·       Continuously improve operational processes.

Key Performance Indicators (KPIs)

Success will be measured by:

·       Booking accuracy.

·       Photographer utilisation.

·       Client satisfaction.

·       On-time appointment scheduling.

·       Jobs completed without administrative errors.

·       Response times to clients.

·       Workflow efficiency.

·       Accuracy of operational records and reporting.

The Person

The ideal candidate is someone who:

·       Treats every booking as if it were their own business.

·       Thinks three steps ahead.

·       Doesn’t need to be reminded to follow up.

·       Takes ownership of problems.

·       Learns quickly.

·       Enjoys improving systems and processes.

·       Is reliable, dependable and trustworthy.

·       Takes pride in delivering high-quality work every day.

Career Progression

Kapture is a rapidly growing business with ambitious plans for expansion across Ireland and internationally.

We’re not simply looking to fill an administration role—we’re looking for someone who wants to build a long-term career with us.

As the company grows, there will be genuine opportunities to progress into positions such as:

·       Senior Operations Coordinator

·       Operations Manager

·       Client Services Manager

·       Office Manager

·       Senior Management

We believe in promoting from within wherever possible and rewarding people who consistently demonstrate ownership, initiative and leadership.

If you’re ambitious, willing to learn and eager to take on greater responsibility, you’ll have the opportunity to grow alongside the business.

Many of the systems and processes you’ll help build today will become the foundations of a much larger organisation tomorrow, giving you the opportunity to make a meaningful impact on the future of Kapture.