HR & Office Coordinator

HR & Office Coordinator

Vista Foods, Office-based

Reporting to the Managing Director

Permanent, Full-time, Monday to Friday, 9 am - 5 pm. Hybrid, 4 days office based, 1 day working from home.

Salary guide €40,000 DOE

About Vista Foods and the role:

Vista Foods is an Irish producer of value-added chicken, supplying the foodservice sector and selling to retail under our own brand, Chicken With Attitude.

This new role is the organisational backbone of the business. You will run day-to-day HR administration, keeping the office running smoothly. It suits an organised, discreet all-rounder who enjoys variety and takes

ownership.

Key responsibilities: HR administration

Leave and absence

• Maintain the annual leave tracker: process requests, record approvals, and track entitlements, balances and carry-over in line with the Organisation of Working Time Act.

• Maintain the sick leave and absence tracker: record absences, collect medical certificates, and

manage statutory sick pay eligibility.

• Track other leave types, including public holidays, parental, maternity, paternity, carer's,

bereavement and force majeure leave.

• Produce monthly absence and leave reports for the MD and flag paZerns or concerns.

Time and Attendance, expenses and payroll

• Lead the rollout of the new clock-in (time and attendance) system.

• Administer clock-in records day to day

• Partner with Finance to maintain the staff expenses tracker: check claims against policy and

receipts, route them for approval, and pass them to finance for payment.• Partner with Finance to collate monthly payroll inputs (new starters, leavers, changes, hours

from the clock-in system, overtime, leave and sickness) for the payroll provider.

• Track mileage, subsistence and company credit card spend.

Employee lifecycle

• Coordinate recruitment administration: job adverts, CV screening, interview scheduling and

candidate correspondence.

• Prepare offer letters, contracts and statements of terms within statutory timeframes.

• Run onboarding and induction, including right-to-work checks, PPSN and bank details, and site

food safety and health and safety inductions.

• Manage leaver administration: exit paperwork, final pay inputs and return of company property.

• Arrange probation reviews and annual performance reviews, and track completion.

• Manage the personal development process: schedule development conversations, record agreed

personal development plans, coordinate training and courses, and track progress and follow-up

acJons.

Records, policy and compliance

• Support the selection and implementation of a new HR system that integrates with NetSuite:

gather requirements, compare suppliers, migrate employee data, test the NetSuite link for

payroll and expenses, and train staff.

• Keep accurate, confidential personnel files and the HR system up to date, in line with GDPR.

• Lead the digitisation of employee files: scan and index paper records, set up a secure digital filing

structure with access controls, apply retention schedules, and securely dispose of paper originals

once approved.

• Maintain the training matrix, including food safety, manual handling and other mandatory

training, with renewal dates.

• Keep the employee handbook and HR policies current and help communicate changes to staff.

• Support the MD with disciplinary, grievance and absence-management meetings: scheduling,

note-taking and correspondence.

• Act as first point of contact for staff HR queries.

Key responsibilities: PA to the Managing Director

• Book and organise travel, accommodation and itineraries for the MD and visitors.

• Prepare reports, presentations and correspondence to a professional standard.

• Coordinate customer visits, site tours, supplier meetings and audits on the MD's behalf.• Plan and run team and company events, including conferences, charity events and fundraisers,

staff social events and team meetings: venues, budgets, bookings, invitations and on-the-day

logistics. Coordinate staff communicaJons and company announcements.

• Co-ordinate GPTW

• Handle confidential and commercially sensitive information with complete discretion.

Key responsibilities: office management

• Keep the office running day to day: reception, post, phones, meeting rooms and visitor sign-in.

• Order and manage office supplies, stationery, and canteen consumables within budget.

• Manage relationships with office suppliers and contractors: cleaning, IT support, telecoms,

maintenance and security.

• Log and follow up maintenance and facilities issues.

• Maintain office and company records: insurance renewals, vehicle and equipment registers,

Licences and key contracts, with a renewal calendar.

• Manage company car and mobile phone contracts: providers, renewals, costs and allocation to

staff, plus vehicle tax, NCT, insurance and servicing. Administer laptops, fobs and keys issued to

staff.

• Carry out an annual health and safety audit of the office, agree the recommended changes with

the MD and see them through to completion. Support ongoing health and safety administration:

fire drills, first aid and accident records, and safety statement updates.

• Process supplier invoices for office costs.

Experience Required:

3 + years in an HR Adminstration/Office Management/PA Role, desirable experience in Food Manufacturing, FMCG or other production environment

Qualifications:

Leaving Cert or equivalent, desirable: Certificate or Diploma in HR (CIPD qualification) or Business Administration

HR Knowledge:

Working knowledge of Irish Employment Law, desirable: experience in supporting disciplinary, grievance and absence processes

Systems Knowledge:

Advanced Excel, Word, Outlook and PowerPoint, NetSuite, AI. Desired: experience with an HR or payroll system, ideally including an HR systems implementation

Skills:

Excellent organisation skills, attention to detail and written communication. Desired: minute-taking and report-writing for senior or board meetings

Personal Qualities:

Discreet, proactive, comfortable juggling competing priorities

What we offer........

Salary of circa €40,000

26 days annual leave

1 day working from home hybrid model

A varied, central role working directly with the Managing Director in a growing Irish Food business

To apply, please send your CV by Friday 20th November 2026.