Job Title:Maintenance AdministratorLocation:Rathfarnham, Dublin 14 (Office-based)Hours:Monday – Thursday 8:30am – 5:00pm, Friday 9:00am – 5:00pmAbout Us:A well-established General Building Contractor with a strong reputation for quality and reliability. Their busy office in Rathfarnham supports a skilled maintenance team – including carpenters, roofers, general operatives, and a trusted network of subcontractors – ensuring all jobs are completed efficiently and to the highest standard.The Role:We are looking for an Administration Assistant to join our friendly office-based support team. This role is essential to keeping our maintenance operations running smoothly, from logging jobs and assigning staff/subcontractors, to following up on completion and ensuring accurate invoicing.Key Responsibilities:Set up jobs on our management system (ABM – Windows-based) and assign tasks to staff or subcontractors.Issue job numbers/call sheets and liaise with team members and clients.Follow up persistently by phone to ensure jobs are completed.Collect signed completion documents and submit to clients.Collate paperwork for accounts to ensure timely invoicing.Verify timesheets and day sheets for accuracy; ensure hours and job numbers match.Process purchase and subcontractor invoices, matching them to job sheets for approval.Draft job descriptions for invoicing in ABM.File and manage jobs, quotes, and subcontractor documents.Log reactive, planned, and quoted work to support the Work in Progress schedule.Provide general administrative support to ensure the smooth operation of the maintenance office.Skills & Experience Required:Previous experience in construction, facilities, or a building-related contractor environment preferred however not essential.Strong attention to detail and highly organized.Excellent communication skills – fluent English, both written and spoken.Comfortable making phone calls, chasing jobs, and coordinating with multiple stakeholders.Friendly, persistent, and proactive with a team-oriented approach.Why Join Us:Full-time, stable working hours: Monday – Thursday 8:30am – 5:00pm, Friday 9:00am – 5:00pm.Free on-site parking.Friendly, supportive office environment where teamwork is valued.Opportunity to work in a varied, busy role with exposure to multiple trades and subcontractors.If you are organized, detail-oriented, and enjoy supporting a busy maintenance team, we would love to hear from you