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