Project Administrator

Role: Project Administrator

Location Base:South Regional Office, Ballincollig, Co. Cork

Salary: Competitive salary 

Main Duties and Responsibilities:

•  Support procurement activities by raising and tracking purchase requisitions (PRs) using SAP and liaising with suppliers as needed.
• Ensure accuracy of PO data with QS/Site Team prior to PR submission. Essential to relieve issue on the end user side.
• Monitor approval workflow in SAP and follow up for pending approvals
• Enter data, process procurement transactions (purchase requisitions, goods receipts, invoices)
• Ensure uploading of all delivery dockets by site team to correct location on ACC.
• Flag and resolve invoice discrepancies (Blocked invoices)
• Flag and resolve invoice discrepancies (Parked invoices)
• Maintain full document traceability (POs, GRNs, invoices: Registers to be compiled and located on ACC)
• Track open PO’s/delivery delays and supplier performance. Notify site team of any issues in this regard.
• Support Accounts Payable in releasing vendor payments
• Support process improvement initiatives
• Download invoices for QS team as per required
• Provide administrative support to operational and site support teams including calendar coordination and meeting logistics.
• Handle confidential administrative tasks with discretion and professionalism.
• Filing and document control
• Drive continuous improvement by identifying opportunities for process optimisation and cost savings related to facilities and operations.
• Site Office Management
• Assist with quality documentation collation, uploading and reporting
• Assist with health and safety administration
• Complete timesheets and daily allocation sheets
• Provide administrative support to the project delivery teams

Knowledge, Skills and Experience:

Essential:

·        Proven experience in a project coordination or administrative support role, ideally within construction, utilities, engineering, or infrastructure sectors.

·        Strong organisational and multitasking abilities, with excellent attention to detail.

·        Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), SharePoint, and document control systems.

·        Strong written and verbal communication skills.

·        Ability to work independently and as part of a multidisciplinary team.

·        Ability to handle sensitive and confidential information appropriately.

Desirable:

·        Previous experience supporting engineering or capital project teams in a regulated environment (e.g., water/wastewater, utilities).

·        Familiarity with industry-specific documentation such as ITPs, RAMS, and project drawings.

·        Basic understanding of health and safety practices in construction or industrial environments.

·        Experience with facilities management and office contract coordination.

·        Experience using SAP or similar enterprise resource planning (ERP) systems (training will be provided)

What we offer you:

• The opportunity to join an ambitious and growing organisation.

• The role can be Part-time (3 days per week) or full-time (5 days per week) Monday to Thursday 08.30am to 17.00pm and Friday 08.30am to 16.00pm

• 22 days annual leave plus 10 bank holidays.

• Competitive base salary.

• Access to EAP – 24/7 365 days confidential employee counselling service, free to avail for employees and their families.