We are seeking a highly organised and proactive Site-Based Office Administrator to support the daily administrative operations on a large mechanical engineering project in Raheen, Co.
Limerick.
The successful candidate will play a key role in ensuring smooth coordination between site teams, subcontractors, and the head office, with a focus on documentation, procurement, reporting, and compliance.
Key Responsibilities:
1. Site Administration:
Act as the first point of contact for site-based administrative queries.
Maintain accurate site records, including timesheets, attendance logs, delivery dockets, and visitor sign-ins.
Support the preparation of method statements, RAMS, and handover documentation.
2. Document Management:
Organise and maintain filing systems for project documents, including drawings, permits, and correspondence.
Ensure all site documentation is up to date and compliant with company and regulatory standards.
Liaise with head office for document control and reporting.
3. Procurement & Inventory:
Assist in the ordering and tracking of materials, plant, and equipment.
Maintain site inventory logs and notify the procurement team of low stock or upcoming needs.
Coordinate delivery schedules with suppliers and site supervisors.
4. Health & Safety Compliance:
Support site safety officers in ensuring all workers are up to date with site inductions and relevant certifications (e.g., Safe Pass, Manual Handling).
Maintain records of site audits, toolbox talks, and safety inspections.
5. Communication & Coordination:
Facilitate communication between the site team and other departments (e.g., HR, finance, head office).
Schedule meetings, take minutes, and distribute action points as required.
Support subcontractor onboarding and ensure all required documentation is collected and verified.
6. Finance & Reporting Support:
Assist in the preparation of site cost reports, petty cash reconciliation, and expense tracking.
Input and verify timesheets for payroll processing.
Liaise with accounts to support invoice matching and approval processes.
Requirements:
Proven experience in a similar administrative role, ideally in a construction or engineering environment.
Strong organisational and multitasking skills.
Proficiency in MS Office (Word, Excel, Outlook); knowledge of project management or ERP systems is a plus.
Familiarity with construction industry practices and documentation in Ireland (e.g., CIF, HSA guidelines).
Excellent communication skills and the ability to work effectively with a wide range of stakeholders.
Ability to work independently and maintain discretion with sensitive information.
Desirable Qualifications:
Qualification in Business Administration, Office Management, or similar field.
Experience with document control systems such as SharePoint, Procore, or Autodesk.
Knowledge of Irish construction compliance standards and safety regulations.
Why join Rockwell?
We provide a competitive salary that reflects your experience and qualifications.
You will also have the chance to work in a vibrant and supportive setting, collaborating with experts in the field and making a positive impact on the environment.
Our company prioritises work-life balance and supports your professional growth through training opportunities
Rockwell is an equal opportunities employer