Office / Project Administrator

Overview:

The job holder will be responsible for providing comprehensive administrative and operational support within a busy mechanical and plumbing contracting environment, ensuring the efficient coordination of projects from commencement through to completion.

Key Responsibilities:

• Act as the primary point of contact for clients, site teams, suppliers, engineers, and subcontractors, maintaining clear communication throughout project lifecycles.
• Prepare, issue, and maintain project documentation, including compliance records, commissioning certificates, handover documentation, O&M manuals, and statutory certification.
• Monitor certification and compliance requirements across multiple projects, proactively identifying outstanding documentation and liaising with relevant parties to ensure timely completion.
• Maintain accurate project records and filing systems, ensuring all documentation is stored and readily accessible in accordance with company procedures and audit requirements.
• Support project delivery teams with administrative functions including document control, reporting, correspondence management, and progress tracking.
• Coordinate the submission of commissioning certificates, test results, warranties, and compliance documentation to clients, consultants, local authorities, and regulatory bodies as required.
• Track project milestones and outstanding actions, ensuring deadlines for documentation, inspections, and certifications are met.
• Manage incoming telephone calls, emails, and general enquiries, providing professional customer service and directing queries to the appropriate personnel.
• Assist with procurement administration, supplier communications, purchase orders, and delivery coordination where required.
• Prepare reports, spreadsheets, and project trackers to support management decision-making and project monitoring.
• Maintain strong working relationships with clients, site management teams, and suppliers to support successful project delivery.
• Ensure compliance with company quality management procedures, health and safety requirements, and industry regulations.
• Other office administration requirements e.g vans

Requirements:

• 2 years office/project administration experience
• Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint).
• Fluency in English.
• Eligible to work in Ireland
• Driving licence -  Full Clean Irish driving licence