General information
Organisation
Egis is an international player active in the consulting, construction engineering and mobility service sectors.
We design and operate intelligent infrastructure and buildings capable of responding to the climate emergency and helping to achieve more balanced, sustainable and resilient territorial development.
With operations in countries, Egis places the expertise of its 18, employees at the disposal of its clients and develops cutting-edge innovation accessible to all projects.
Improving people's quality of life and supporting communities in their social and economic development, whilst drastically reducing carbon emissions and achieving vital net zero targets, that's our purpose.
Reference
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Position description
Job title
Office Administrator M/F
Contract type
Permanent contract
Business Line specific context
Egis Lagan Services
Egis Lagan Services undertake motorway maintenance and renewals work on the Irish motorway and high speed dual carriageway network on behalf of Transport Infrastructure Ireland (TII). Our responsibility extends to some km of motorway and high speed dual carriageway.
Job description
Purpose of the Role
To undertake the administration role for the Limerick Tunnel operations team, to liaise with other administration personnel as required and to provide secretarial support to the depot management.
Key Areas of Responsibility:
1. Office Administration:
1. Operate the COINS System for purchase orders and GRNs.
2. Process invoices & liaison with accounts payable.
3. Daily accurate logging of motorway incidents on internal and external systems and escalating to relevant departments.
4. Manage this data entry to ensure KPI reporting.
5. Control of staff timesheets and assist HR in compiling payroll data.
6. Maintaining detailed records including records for staff training, vehicle maintenance, waste management, fuel management, energy usage data, chemical usage, customer contacts and HSEQ records.
7. Preparation of reports including analysis of data where relevant.
8. Data management for routine maintenance activities/records including scheduling and recording activities on the maintenance management system.
9. Co-ordinate internal and external meetings, attend such meetings, record minutes, actions and following up on same.
10. Document control to ensure archiving of documentation is accurate and in line with the SharePoint structure.
2. Secretarial & Admin Support:
11. Assist the management team with all aspects across the secretarial function.
12. Maintain the existing filing and paper trail system.
13. Handling incoming telephone calls as required.
14. Liaison with relevant stakeholders.
15. Scheduling and co-ordinating internal and external meetings.
16. Assistance with pricing tender compilation, liaising with suppliers and subcontractors.
3. Other
17. Handling incoming & out going deliveries/post.
18. Office supplies.
19. Office Health & Safety.
20. Communicate effectively with team members to create a collaborative working environment.
Profile
Essential to the role:
21. Leaving Certificate
22. ECDL (or similiar Microsoft Office Experience)
Desirable for the role:
23. 3rd Level Qualification
Experience/Knowledge
Essential to the role:
24. Office Management Documentation Control
25. Data Entry
26. Experience of online cloud based document control systems
27. Experience in financial software packages
28. Strong Organisational Skill
29. Strong Interpersonal Skills
30. Flexible individual with ability to multi-task
31. Understanding of payroll principles
32. Knowledge of maintenance/construction & traffic management operations
Job Types: Part-time, Permanent
Expected hours: 20 per week
Benefits:
Monday to Friday
Education:
Leaving Certificate (required)
Experience:
Microsoft Office: 2 years (required)
Work Authorisation:
Ireland (required)
Work Location: In person
Position location
Job location
Europe, Ireland
City
Limerick
Candidate criteria
Minimum level of education required
2-A. Level / High school Diploma / 12th Grade
Minimum level of experience required
2-5 years
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