We are looking for a highly organized and detail-oriented individual contracts administrator to join our team in Kerry.
Responsibilities ;
Order and Requisition Processing: Managing orders, requisitions, and proof of delivery (docket) processing using the IFS system.
Returns and Compliance: Handling all returns to Head Office, including plant and labor returns; ensuring compliance with company management systems.
Correspondence and Documentation: Coordinating site correspondence and documentation, supporting HSQE (Health, Safety, Quality, Environment) administration.
Commercial Support: Assisting the Commercial Team with document submission, reporting, and commercial administration tasks.
IFS Super User: Acting as a key user and point of contact for the IFS system.
Timesheet and Payroll Coordination: Recording and submitting weekly timesheets to Finance; liaising with Site Foremen for adjustments and notifying Payroll/HR as required.
Data Control: Ensuring all data is accurate and complete before submission to Finance.
Site Pre-Planning Support: Coordinating purchase orders and supporting documentation for suppliers and subcontractors weekly.
Staff Accommodation: Monitoring and reporting staff accommodation lists to Finance weekly.
Information Reporting: Supporting timely reporting of information to relevant departments in line with the commercial calendar.
Delivery Schedule Management: Verifying delivery schedules and ensuring correct Goods Received Note (GRN) uploading.
Docket Verification: Ensuring delivery dockets are checked against purchase orders and signed off by responsible personnel.
Damages and Credit Notes: Notifying suppliers and Accounts Payable of damaged items, providing photographic evidence, and requesting credit notes.
Procurement Coordination: Liaising with procurement teams to maintain sufficient stock for site operations.
Environmental Documentation: Recording muckaway dockets accurately in the HSQE environmental folder.
Supplier/Subcontractor Setup: Supporting the onboarding of new suppliers and subcontractors by gathering required documentation.
Record and Allocation Reports: Maintaining daily records and allocation reports and circulating to relevant teams.
Invoice and Plant Queries: Acting as a liaison for invoice and plant hire queries between site and Accounts Payable or Plant departments.
HR Coordination and Inductions: Liaising with HR regarding documentation, absences, and organizing site inductions.
Experience and Qualifications:
Minimum Ordinary Level Leaving Certificate or equivalent.
Excellent written and spoken English.
Professional phone manner and ability to build relationships with colleagues, site teams, and client representatives.
Proficient in Excel, Word, and PowerPoint, including VLOOKUPs and pivot tables.
Experience working with ERP systems and preparing site reports using databases or accounting systems; a third-level qualification in business or related subjects (PLC) is desirable.
Full, clean Irish or EU driver's license. Role is site-based and may require travel between multiple locations.
Previous experience in a construction site office or similar office management role.
Must have the legal right to work in Ireland (non-EU/UK applicants require a valid work permit).
Hands-on role requiring attention to detail, accuracy, and organizational skills.
Job Types: Full-time, Permanent
Pay: €27,000.00-€58,513.06 per year
Work Location: In person