We are seeking a detail-oriented and proactive Site Contracts Administrator to join our team in Limerick.
Key Responsibilities:
Order & Requisition Management: Process purchase orders, requisitions, and proof-of-delivery dockets using the IFS system.
Returns & Compliance: Manage all returns to Head Office, including plant and labor returns, ensuring adherence to company management systems.
Documentation & Correspondence: Coordinate correspondence, documentation, and assist with HSQE (Health, Safety, Quality, and Environment) administration.
Commercial Support: Assist the Commercial Team with contract-related activities and maintain correspondence with Employer teams.
IFS System Super User: Serve as a super user for the IFS system and provide guidance to colleagues.
Timesheet & Payroll Coordination: Collect and review weekly timesheets, submit to Finance, and liaise with site foremen and Payroll/HR for any changes.
Data Accuracy: Verify completeness and accuracy of data before submission to Finance.
Site Pre-Planning Support: Ensure supplier and subcontractor purchase orders and supporting documentation are ready weekly.
Staff Accommodation: Monitor and report staff accommodation details to Finance weekly.
Reporting: Support the preparation and circulation of reports in line with the commercial calendar.
Delivery & GRN Management: Check delivery schedules on site, upload Goods Received Notes (GRNs), and verify dockets against purchase orders.
Damage & Credit Note Handling: Notify suppliers and Accounts Payable of damages, providing photographic evidence and requesting credit notes as necessary.
Procurement Liaison: Coordinate with procurement to ensure sufficient quantities are ordered for site operations.
Environmental Documentation: Maintain accurate daily recording of muckaway dockets in HSQE environmental folders.
Supplier/Subcontractor Setup: Assist in gathering information for onboarding new suppliers or subcontractors.
Recordkeeping & Allocations: Ensure daily allocations and records reports are accurate and distributed appropriately.
Invoice & Plant Queries: Act as a point of contact between site and Accounts Payable or Plant departments for queries and portal updates.
HR Coordination & Inductions: Liaise with HR regarding documentation, absences, and organize site inductions.
Experience & Qualifications:
Minimum Ordinary Level Leaving Certificate or equivalent.
Strong written and verbal communication skills in English.
Professional phone manner and ability to build relationships with colleagues, clients, and site teams.
Proficiency in Microsoft Office (Excel, Word, PowerPoint), including VLOOKUPs and pivot tables.
Experience with ERP systems and database reporting; a third-level qualification in business or a related field (PLC) is preferred.
Full, clean Irish/EU driver's license; site-based role requiring travel between locations.
Previous experience in a construction site office or similar administrative environment.
Ability to work hands-on with high attention to detail and accuracy.
Non-EU/UK applicants must hold a valid work permit; no sponsorship available.
Job Types: Full-time, Permanent
Pay: €29,675.63-€44,822.43 per year
Work Location: In person