Operations Administrator

At Westermo Ireland, there are no limits to what you can accomplish as part of Westermo a wholly owned subsidiary of Swedish listed company Ependion (EPEN.ST). Our products are exclusively designed in-house, designed to the most stringent industrial standards for long-life in harsh environments by our R&D team in Dublin, this includes hardware, the operating system, and the mechanical design.

We are looking to fill the key role of Operations Administrator to support our sales units and customers globally. Our Operations team are looking for a passionate, self-motivated individual to join our team of professionals to ensure our hardware, software and services go beyond a range of industry benchmarks worldwide.

If you choose to join Westermo you will be part of a small team of skilled and dedicated Operations professionals in Dublin, and across Europe, working side by side helping each other out, sharing knowledge and experience. As an important part of a growing global business, we work in a structured yet pragmatic way, to ensure accountability and continuous improvement in our processes to shorten time-to-market.

The Operations Administrator is a core member of the Operations team, supporting daily administrative, logistics, customer service, planning, and cross‑departmental coordination functions. The role ensures accuracy, consistency, timeliness and quality of operational deliverables and contributes to continuous improvement across our processes, while also supporting supplier communication and the creation of purchase orders for parts required for our products.

Role & Responsibilities:

The Operations Administrator is a core member of the Westermo Ireland Operations team, supporting the seamless delivery of products, services, and customer commitments globally.

This role plays a critical part in ensuring operational excellence across order management, logistics, procurement, and internal coordination, while maintaining high standards of accuracy, timeliness, and customer experience.

The successful candidate will collaborate cross-functionally with Supply Chain, Production, Finance, and Sales teams, as well as external suppliers and logistics partners, contributing to both day-to-day operations and continuous improvement initiatives.

Customer Operations & Order Management

• Manage end-to-end customer order processing, ensuring accuracy, timely execution, and clear communication of lead times.

• Act as a key point of contact for customer queries, delivering a professional and responsive service experience.

• Coordinate with internal teams to ensure alignment between customer requirements and operational delivery.

• Support internal stakeholders with documentation, order tracking, and follow-ups.

• Proactively identify and resolve issues impacting customer satisfaction.
  
  

Logistics, Shipping & Trade Compliance

• Prepare and manage all shipping documentation in line with international trade and customs regulations.

• Coordinate with freight forwarders and courier partners to obtain quotations, organise shipments, and resolve transit issues.

• Track shipments and communicate delivery updates to internal teams and customers.

• Ensure seamless coordination between suppliers, carriers, and goods-in processes.

• Maintain accurate logistics data within ERP/MRP systems.

• Identify and implement improvements in logistics workflows and processes.
  
  

Supply Chain Coordination & Inventory Support

• Support inbound supply planning by monitoring deliveries and following up with suppliers to ensure on-time receipt of materials.

• Maintain and update key planning parameters including lead times, pricing, and supplier data.

• Collaborate with Supply Chain Planner and Production team to highlight and mitigate stock risks or shortages.

• Assist in stock control activities including cycle counts and discrepancy resolution.

• Ensure accurate data management to support demand planning and customer commitments.
  
  

Procurement & Supplier Management

• Engage with suppliers to request quotations, confirm lead times, and manage delivery schedules.

• Create and manage purchase orders, ensuring accuracy in pricing, quantities, and timelines.

• Monitor supplier performance and follow up on order confirmations and deliveries.

• Manage supplier onboarding and offboarding, including collection of documents, internal system entry, communication of requirements, and maintaining compliance with company standards.

• Manage supplier invoice processing, including matching invoices with POs and delivery dockets, verifying quantities and pricing, and supporting timely reconciliation with Finance.

• Assist in resolving supplier-related issues, including invoice discrepancies in collaboration with Finance.

• Promote sustainable procurement practices aligned with CSRD and company objectives.
  
  

Facilities, Administration & Team Support

• Assist with visitor management, including welcoming guests, coordinating access, preparing meeting rooms, and ensuring a professional onsite experience.

• Coordinate facilities-related activities including maintenance requests, contractor visits, and issue resolution.

• Support general office administration including mail handling, management of office stationery, and petty cash administration.

• Organise internal and external events, including logistics, catering, and onsite coordination.

• Contribute to employee wellbeing initiatives and internal engagement activities.
  
  

Data, Reporting & Continuous Improvement

• Maintain accurate operational data within ERP/MRP systems (IFS experience advantageous).

• Support audit readiness by ensuring proper documentation and record-keeping.

• Contribute to continuous improvement initiatives across operations, logistics, and customer service.

• Maintain sustainability-related data (e.g. waste, resource usage) to support CSRD reporting.

• Provide data insights to support decision-making, efficiency improvements, and compliance.
  
  

Qualifications & Experience

• Bachelor’s degree in Business Administration, Operations, Supply Chain, or a related subject.

• 2+ years’ experience in an operations, logistics, supply chain, or administrative role within a fast-paced environment.

• Experience working with ERP/MRP systems (IFS highly advantageous).

• Exposure to international logistics, shipping, or trade compliance is desirable.

Core Competencies & Skills

Operational & Technical Skills

• Strong understanding of end-to-end operational processes (order to delivery).

• Proficiency in ERP/MRP systems and Microsoft Office applications, including Excel, Word, Outlook, Teams, SharePoint, and Copilot (e.g., IFS experience highly advantageous).

• Ability to manage and analyse operational data with high accuracy.

• Experience coordinating with suppliers, logistics providers, and internal stakeholders.

Planning & Execution

• Ability to manage multiple priorities, tasks, and stakeholders simultaneously.

• Strong organisational skills with a high level of attention to detail.

• Proven ability to deliver against deadlines and commitments.

• Proactive approach to identifying risks and implementing solutions.

Communication & Collaboration

• Excellent written and verbal communication skills.

• Strong stakeholder management skills across internal teams and external partners.

• Customer-focused mindset with a commitment to service excellence.

• Ability to work both independently and as part of a collaborative team.

Problem Solving & Continuous Improvement

• Analytical mindset with strong problem-solving capabilities.

• Ability to identify process inefficiencies and drive improvements.

• Adaptability and resilience in a dynamic, fast-paced environment.

Desirable / Advantageous

• Knowledge of supply chain best practices, Lean, or Six Sigma methodologies.

• Familiarity with sustainability reporting (e.g. CSRD).

• Understanding of health & safety and compliance processes.

Benefits:

Salary range €30K - €40K gross PA.

In addition, the successful candidate will benefit from generous company pension contributions of up to 12.5% of gross salary, private healthcare insurance, life and long-term illness insurance.

About Westermo Ireland

Since 1996, we have set the standard in the automation of high-volume deployment of complex IP services. Our Activator server platform provides the ability to deploy and manage very large numbers of routers and other network elements with minimal manual intervention. Activator (first trademarked in 1999 (is a pioneering automated software management platform enabling fast efficient and secure Zero Touch Deployment. Activator and our routers combine to deliver the most robust ecosystem for modern Operational Telecoms networks and recognised by many of the world’s largest utilities as the class leader.

At Westermo we carry our own R&D and Manufacturing in Dublin and across Europe with sales/support offices locally across Europe, the USA, Singapore, China and Australia along with strategic partners based in other key markets around the world. Westermo group strategy is to invest in inhouse assembly facilities in Europe to exercise maximum supply chain control and flexibility. This strategic investment differentiates us from competitors who rely on contract manufacturers to provide for final product assembly and programming.

This is a permanent position in a growing company, with excellent benefits.

Basic information:

Location: Dublin, Ireland

Job type: Full time

Employment contract: Permanent

Don’t miss out on this opportunity – apply today.

About Westermo:

Welcome to a rapidly growing international company, thriving at the forefront of cutting edge technology. Westermo develops and manufactures advanced devices for industrial data communication, used in mission-critical installations and harsh industrial environments. The very robust and secure communication networks built with our products provide a high value for our customers.

We are focused on leveraging growth opportunities in our market and are devoted to delivering the world's best industrial networks. This is achieved through a very dynamic work environment where teamwork and loyalty are valued. Strong and honest relationships with colleagues, customers, and suppliers are important to us. We have an open culture where we share knowledge, learn from one another and explore new ideas, allowing us to constantly improve.

Westermo is a leading provider of Industrial Data Communications equipment to the global market. Sales are conducted through our own offices in key markets in Europe, North America, Australia and Asia, as well as through distributors and OEM customers worldwide. Development and manufacturing take place in Sweden, Ireland, Germany and Switzerland. Westermo was founded in 1975 and today has over 480 employees with a turnover of around 1 Billion SEK. The company is a wholly owned subsidiary of Ependion, listed on the Nasdaq OMX Nordic stock exchange.

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