Office Administrator

About the Role

Our client, a prominent mechanical and plumbing contracting business in Dunshaughlin, is seeking an experienced Plumbing Office Administrator / Project Administrator to join their dynamic team. This role is ideal for a highly organized individual with prior experience in the plumbing, electrical, construction, or mechanical services sectors. The successful candidate will be responsible for providing comprehensive administrative and operational support to project teams, ensuring efficient management of documentation, compliance records, certifications, and overall project coordination from initiation to completion.

Key Responsibilities

• Serve as the primary liaison for clients, site personnel, vendors, engineers, and subcontractors.
• Generate, issue, and maintain all necessary project documentation, including compliance records, commissioning certificates, handover packages, O&M manuals, and statutory certifications.
• Oversee and track certification and compliance requirements across multiple ongoing projects.
• Proactively follow up on outstanding documentation and collaborate with relevant parties to ensure timely submissions.
• Maintain meticulous project records, implement effective filing systems, and manage document control processes.
• Provide administrative assistance, reporting, correspondence, and progress tracking support to project teams.
• Facilitate the submission of commissioning certificates, test results, warranties, and compliance documents to clients, consultants, local authorities, and regulatory bodies.
• Monitor project milestones, outstanding tasks, inspection schedules, and certification deadlines.
• Professionally handle all incoming calls, emails, and general inquiries.
• Assist with procurement administration, including vendor communication, purchase order creation, and delivery coordination.
• Prepare comprehensive reports, spreadsheets, and project trackers for management review.
• Cultivate and maintain strong professional relationships with clients, site managers, suppliers, and subcontractors.
• Uphold company quality standards, health and safety protocols, and industry compliance requirements.
• Support general office administration tasks, including the administration of company vehicles and vans as needed.

Requirements

• Demonstrated prior experience in a Project Administrator, Office Administrator, Document Controller, or a comparable role.
• Essential experience within the plumbing, electrical, construction, mechanical, or building services industry.
• Solid understanding of project documentation, compliance record-keeping, certification processes, or handover pack preparation.
• Exceptional organizational and multitasking capabilities.
• Proficient communication skills, with the ability to engage confidently with clients, site teams, suppliers, and subcontractors.
• High level of attention to detail and accuracy in managing project records.
• Strong proficiency in Microsoft Office Suite, particularly Excel and Word.
• Ability to thrive in a fast-paced office environment and effectively manage competing priorities.
• Previous experience with O&M manuals, commissioning certificates, or construction project administration would be a significant asset.

Additional Information

This is a permanent, full-time position based in Dunshaughlin, County Meath, Ireland. The working hours are Monday to Friday, 8:00 am to 5:00 pm.