Ireland - EMEA Operation & Service Specialist

About Us

Apollo is a Mission-Critical Infrastructure Engineering, Construction, Commissioning, and Operations Support Services Company. We serve mission-critical industries globally with commissioning, emergency response, operations support, and owner's representative services. Apollo is currently executing projects in multiple states in the United States, in Canada and Brazil.

Since our inception, we have built a commissioning firm based on trust, one relationship at a time. We hire the best people who can handle critical systems, love challenges, and thrive in a dynamic environment. We focus on understanding each client's needs and are relentless in meeting them.

As Apollo continues its international expansion, we are developing our EMEA operations and Shared Services capabilities to provide the operational infrastructure required to support our employees, clients, vendors and mission-critical projects across the region.

Location

Dublin, Ireland (Hybrid/Remote with regional and global travel)

Job Description

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.

Key Responsibilities

1. Finance & Accounts Payable
   1. Support the day-to-day financial administration of the EMEA Shared Services function.
   2. 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.
   3. Maintain accurate financial and supplier records within company systems and ensure supporting documentation is appropriately retained.
   4. 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.
   5. Support budget and expenditure tracking by monitoring purchase commitments, operational expenses, invoices, and supplier costs.
   6. Prepare financial and operational information required for management reporting and internal reviews.
2. Payroll, Benefits & Employee Expenses
   
   1. Coordinate payroll administration activities with external payroll providers across EMEA.
   2. Support payroll data collection and validation, including new hires, employee changes, salary information, deductions, benefits, leave information, and terminations.
   3. Assist with employee benefits administration and coordination with external benefits providers.
   4. Support payroll and employment-related statutory administration in collaboration with HR, Finance, and external advisors.
   5. Administer employee expense reimbursement processes, ensuring claims are appropriately documented, approved, and processed in accordance with company policies.
3. Procurement & Vendor Management
   1. 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.
   2. Maintain procurement records and support compliance with company approval processes and internal controls.
   3. Develop and maintain effective working relationships with suppliers and service providers across EMEA, supporting performance monitoring and issue resolution.
   4. Support supplier sourcing and quotation comparisons, considering cost, quality, service, compliance, and delivery requirements.
4. Contract Administration
   1. 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.
   2. Support the development and implementation of standardized contract administration and document-control processes across EMEA.
   3. Monitor key contractual milestones and proactively support contract renewals, amendments, and expirations.
   4. Coordinate contract requests, internal reviews, approvals, signatures, and document execution in collaboration with Legal, Finance, Procurement, Operations, and relevant business stakeholders.
5. Logistics, Travel & Operational Support
   1. 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.
   2. Support operational requirements associated with new projects, site mobilizations, and employee deployments across EMEA.
   3. Support logistics planning for equipment, PPE, IT assets, and other materials required for EMEA offices and project sites.
6. Employee Onboarding & Office Support
   1. 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.
   2. Provide general operational and administrative support to the EMEA Shared Services and Operations teams as required.
   3. Coordinate operational requirements for new starters, remote employees, and field-based/project employees.
7. Compliance, Controls, & Process Improvement
   1. 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.
   2. Identify opportunities to automate administrative activities, reduce manual processes, strengthen controls, and standardize workflows.
   3. Maintain accurate operational documentation and records to support internal reviews and external audits.
8. Reporting & Cross-Functional Collaboration
   1. 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.
   2. Perform additional operational, administrative, and project-related responsibilities as required to support evolving business needs.
   3. Coordinate with external payroll providers, accountants, benefits providers, suppliers, consultants, and other professional service providers across EMEA.
   4. Monitor operational activities and escalate risks, delays, compliance issues, or service-delivery concerns when appropriate.
9. Other Duties Assigned

Qualifications

• 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.

Key Compentencies

• Strong organizational and prioritization skills
• High level of accuracy and attention to detail
• Financial and commercial awareness
• Procurement and vendor coordination
• Contract and document administration
• Problem-solving and ownership mindset
• Process improvement and operational excellence
• Strong cross-functional collaboration
• Data management and reporting
• Professional judgment and confidentiality
• Ability to adapt to changing business requirements
• Ability to work effectively in a growing, international, and fast-paced environment

Prerequisites for Employment

• 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

Why Join Apollo?

This is an opportunity to join Apollo during an important stage of its EMEA expansion and contribute directly to building the operational foundation supporting our European business.

The EMEA Operations & Services Specialist will have exposure to multiple business functions and international operations while helping establish processes that support Apollo's employees, vendors, project teams, and mission-critical infrastructure projects across the region.

The role offers the opportunity to grow alongside the EMEA Shared Services function and contribute to the development of efficient, compliant, standardized, and scalable operations as Apollo continues its expansion across Europe.

Note: 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.