Operations & Finance Manager

Company: Alice Public Relations

Position: Operations & Finance Manager

Permanent, full-time (5 days per week)

Hybrid working model (minimum of 3 days per week in Alice’s office in Dublin city centre).

Alice is a multi-award-winning strategic communications agency. We work with clients that are creating positive change in Ireland and further afield. Our work has included groundbreaking campaigns on issues such as LGBTQ+ rights, gender equality, climate action, housing, and integration.

We have a team of highly-skilled senior PR practitioners and expert advisors, coming from backgrounds in politics, journalism, activism and corporate affairs.

We are now seeking an Operations & Finance Manager to support the work of our wider team.

About the Role

The Operations & Finance Manager supports business performance through effective financial administration, reporting, governance, data management, and system ownership. They take charge of day-to-day financial administration and are the operational backbone of the company.

This is a broad, hands-on role, suited to someone who thrives on variety — equally comfortable reconciling a bank statement, tightening up an internal process, or coordinating a company-wide event. You'll be the person who keeps the engine room running smoothly, working closely with leadership to ensure the business is financially sound, well organised, and compliant.

This role is ideal for someone who enjoys structure and systems, and is willing to get stuck in to a wide variety of tasks: one day might involve budget forecasting, the next might involve planning a staff social.

Duties and responsibilities include but are not limited to:

Financial Administration & Business Performance

• Preparation of client contracts and invoices, including liaison with Alice’s client-facing teams to secure all information required.

• Manage accounts payable/receivable, and expense processing.

• Monitor project costs, expenses, and allocations.

• Manage month-end activities and bank reconciliations.

• Support forecasting, budgeting, and performance tracking activities.

• Analyse business performance, utilisation, profitability, and revenue trends.

• Maintain accurate financial records and reporting data, including the company profitability tracker.

• Provide accurate and timely reporting to support decision-making, including a weekly finance report for the leadership team.

• Liaise with our external accountancy firm on regular VAT returns and year-end accounts.

• Liaise with our Finance Director on monthly payroll.

Line Management

Line management of Alice’s Office Coordinator and Finance Executive (both part-time roles), including:

• Adherence to Alice’s performance management system to ensure their work is well managed and regularly reviewed.

• Management of 1:1s, personal development plans, and performance reviews.

Operations, Process & Systems Administration

• Manage core systems (Toggl, Calamari) and keep them running smoothly.

• Maintain company-wide mailing lists / contacts databases.

• Coordinate IT and vendor relationships.

• Organise files and shared drives.

• Support meeting / calendar coordination for senior team members

• Pick up ad-hoc operational tasks as they arise.  

• Make recommendations as appropriate in regard to improved systems and processes.

• Play a leading role in Alice’s ongoing adoption of AI tools and platforms.

• Lead cross-functional Alice projects and initiatives and ensure their successful delivery, including project management of our bi-annual Alice Academy for Activists.

• Ensure operations are running smoothly, efficiently and in compliance with health and safety regulations.

Governance, Compliance and Accreditation

• Manage all GDPR and data protection requirements for the business.

• Manage the process to ensure Alice maintains PRCA Ireland’s Consultancy Management Standard (quality assurance standard for the PR industry, audited every 3 years).

• Maintain the company’s risk register.

• Prepare compliance documents required for tenders and new business proposals.

HR and Staff Training

• Oversee attendance and leave administration.

• Lead and manage recruitment and induction processes for new staff members.

• Coordinate employee training and development requirements.

• Coordinate contracts and scopes of work with Alice’s team of consultants / freelancers.

• Maintain and update the Company Handbook.

• Administrative support for the company’s pension scheme.

• Liaise with Alice’s external HR advisors, as and when required.

This is not an exhaustive list of all duties and responsibilities. The post-holder may be required to perform other duties appropriate to the role that may be assigned.

Experience & Qualifications

Essential:

• Minimum of five years’ experience in a finance administration and/or operations role.

• Experience working in a similar-sized organisation (circa 20 employees), with a thorough understanding of the working environment in a small business.

• Excellent Excel (and wider MS Office) skills.

• Strong aptitude and enthusiasm for systems, processes and number-crunching.

• Experience of line management.

• Excellent organisational skills and the ability to manage multiple priorities across very different workstreams.

• Demonstrated ability to own a project from start to finish, with minimal supervision.  

• Demonstrated ability to work autonomously and collaboratively as part of a team.

• Discretion and reliability — this role involves handling sensitive financial and people data, and working closely with the most senior members of our team.

• Reflects the Alice values, and is committed to achieving positive change in the world.

Desirable:

• Knowledge of AI tools and processes.

• Knowledge of GDPR and data protection.

• Experience with HR administration (recruitment, contracts, onboarding, etc.).

• Experience with governance, compliance and / or health and safety administration.