About The Role
Location: Cork, Ireland
We are seeking an Administrative Assistant to join our dynamic team on a large-scale design and build project and assist the existing site administrator.
This is a critical support role, providing coordination, document control, and administrative assistance to ensure smooth communication between internal teams, partners, and clients.
Project Scope
The Administrative Assistant will support site-based project teams engaged in:
Civil engineering and building works,
Design coordination and document control,
Supplier and subcontractor interface,
Reporting and stakeholder communication.
Key Responsibilities
Upload, share, and track design inputs and drawings between internal teams, partners, and designers using ACC, PIRS, and SharePoint.
Manage correspondence from Employers, Engineers, and Clients and distribute internally.
Register and upload delivery dockets and other site records to project systems.
Manage supplier invoice posting proposals in IFS weekly.
Take and distribute minutes for weekly internal, plant, and design meetings.
Support procurement and partner coordination meetings, ensuring required actions are tracked.
Coordinate with subcontractors and suppliers to ensure documentation and information flow.
Update rental lists and plant status (on/off hire) in IFS.
Handle MAR (Material Approval Request) submissions and maintain logs.
Submit Temporary Works Design packages to permanent designers, obtain certificates, and manage approvals with PSDP.
Assist in collating information for the Monthly Progress Report.
About You
Skills & Qualifications
Education & Certification
Qualification or experience in administration, office management, or construction support roles.
Experience
Experience in a construction or engineering project environment preferred.
Familiarity with document control systems (e.g., ACC, SharePoint, PIRS) advantageous.
Technical Knowledge
Basic understanding of project documentation and workflow processes.
Familiarity with IFS or other ERP systems is desirable.
Skills
Strong organisational and multitasking abilities.
Excellent written and verbal communication.
Proficient in MS Office (Excel, Word, Outlook).
High attention to detail and ability to work to deadlines.
Requirement
Authorised to work in Ireland i.e. stamp 4 visa or critical skills visa
Excellent written and spoken English.
About Us
Coffey is a family-owned water infrastructure and civil engineering specialist established in ****.
We are passionate about safety and have been delivering critical infrastructure projects on time and within budget for nearly 50 years.
The hallmarks of our contracts are innovative solutions, engineering ingenuity, professional construction management and adherence to the highest safety and quality standards.
#J-*****-Ljbffr