Job Title:
Maintenance Administrator
Location:
Rathfarnham, Dublin 14 (Office-based)
Hours:
Monday – Thursday 8:30am – 5:00pm, Friday 9:00am – 5:00pm
About Us:
A well-established General Building Contractor with a strong reputation for quality and reliability. Their busy office in Rathfarnham supports a skilled maintenance team – including carpenters, roofers, general operatives, and a trusted network of subcontractors – ensuring all jobs are completed efficiently and to the highest standard.
The Role:
We are looking for an Administration Assistant to join our friendly office-based support team. This role is essential to keeping our maintenance operations running smoothly, from logging jobs and assigning staff/subcontractors, to following up on completion and ensuring accurate invoicing.
Key Responsibilities:
* Set up jobs on our management system (ABM – Windows-based) and assign tasks to staff or subcontractors.
* Issue job numbers/call sheets and liaise with team members and clients.
* Follow up persistently by phone to ensure jobs are completed.
* Collect signed completion documents and submit to clients.
* Collate paperwork for accounts to ensure timely invoicing.
* Verify timesheets and day sheets for accuracy; ensure hours and job numbers match.
* Process purchase and subcontractor invoices, matching them to job sheets for approval.
* Draft job descriptions for invoicing in ABM.
* File and manage jobs, quotes, and subcontractor documents.
* Log reactive, planned, and quoted work to support the Work in Progress schedule.
* Provide general administrative support to ensure the smooth operation of the maintenance office.
Skills & Experience Required:
* Previous experience in construction, facilities, or a building-related contractor environment preferred however not essential.
* Strong attention to detail and highly organized.
* Excellent communication skills – fluent English, both written and spoken.
* Comfortable making phone calls, chasing jobs, and coordinating with multiple stakeholders.
* Friendly, persistent, and proactive with a team-oriented approach.
Why Join Us:
* Full-time, stable working hours: Monday – Thursday 8:30am – 5:00pm, Friday 9:00am – 5:00pm.
* Free on-site parking.
* Friendly, supportive office environment where teamwork is valued.
* Opportunity to work in a varied, busy role with exposure to multiple trades and subcontractors.
If you are organized, detail-oriented, and enjoy supporting a busy maintenance team, we would love to hear from you