Administrative Coordinator - Contract - Athenry, Galway
Our client is seeking a highly organized and detail-oriented Administrative Coordinator to support procurement and supplier-related activities across the organization.
This role plays a critical part in ensuring efficient processing of requisitions, accurate tracking of purchase orders and spend, timely engagement with suppliers, and the production of clear, reliable reports for operational and leadership review.
The ideal candidate is structured, systems-minded, and comfortable working with data, suppliers, and internal stakeholders in a fast-paced, regulated environment.
Key Responsibilities
Requisitions & Purchase Orders
Process purchase requisitions end-to-end in alignment with company policies and approval workflows
Create, manage, and track Purchase Orders (POs) from issuance through receipt and closure
Ensure requisitions and POs are accurate, complete, and supported by appropriate documentation
Follow up on approvals, changes, and escalations to avoid delays
Spend Tracking & Reporting
Track department and supplier spend against budgets and forecasts
Maintain accurate records of open POs, received goods/services, and outstanding commitments
Generate regular spend, PO status, and supplier reports for managers and leadership teams
Identify discrepancies and work with Finance or Procurement to resolve issues
Supplier Interaction
Act as a point of contact for suppliers on PO status, order confirmations, invoicing, and delivery queries
Support onboarding and administrative setup of new suppliers as applicable
Encourage professional, timely communication to maintain strong supplier relationships
Cross-Functional Support
Collaborate with Engineering, Operations, Finance, and Supply Chain teams to support purchasing needs
Support audits or compliance reviews by providing procurement and supplier documentation
Contribute to continuous improvement of procurement and administrative processes
Qualifications & Experience
Required
Previous experience in an administrative, procurement, finance, or operations support role
Experience processing requisitions and managing POs
Strong attention to detail and ability to manage multiple priorities
Proficiency with Microsoft Excel and reporting (pivot tables, tracking logs, basic analysis)
Clear and professional written and verbal communication skills
Preferred
Experience working with ERP or procurement systems (e.g., Coupa, SAP, Oracle, Workday)
Experience in a manufacturing, engineering, or regulated environment
Familiarity with budget tracking and spend analysis
Key Skills & Attributes
Highly organized with a structured approach to work
Comfortable working with data, trackers, and reports
Proactive follow-up and issue resolution mindset
Ability to work effectively with internal teams and external suppliers
Discrete and professional handling of financial and commercial information
For a confidential discussion and more information on the role, please contact Deirdre Moran.
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