Project Administrator

Role Overview

The Project Administrator position is based at the South Regional Office in Ballincollig, Co. Cork. This full-time onsite role offers a competitive salary and involves supporting project delivery through detailed administrative and procurement assistance.

Key Responsibilities

• Manage procurement activities by creating and monitoring purchase requisitions (PRs) within SAP and coordinating with suppliers as necessary.
• Verify purchase order (PO) details with Quantity Surveying (QS) and site teams before PR submission to avoid end-user issues.
• Track SAP approval processes and follow up on any pending authorizations.
• Process procurement data entries including PRs, goods receipts, and invoices.
• Ensure all delivery dockets are uploaded accurately by site teams to the ACC platform.
• Identify and resolve invoice discrepancies involving blocked and parked invoices.
• Maintain comprehensive documentation traceability through registers of POs, GRNs, and invoices available on ACC.
• Monitor open POs, delivery timelines, and vendor performance, alerting site teams to any concerns.
• Assist Accounts Payable with releasing payments to vendors.
• Support initiatives aimed at process improvements.
• Download invoices required by the QS team.
• Provide administrative assistance including calendar management and meeting coordination for operational and site support teams.
• Handle confidential administrative matters with professionalism and discretion.
• Manage filing and document control tasks.
• Promote continuous improvement by identifying optimization and cost-saving opportunities related to operational and facilities processes.
• Oversee site office management duties.
• Assist with compiling, uploading, and reporting quality documentation.
• Support health and safety administrative requirements.
• Complete timesheets and daily allocation sheets accurately.
• Provide general administrative support for project delivery teams.

Required Skills and Experience

• Demonstrated experience in project coordination or administrative roles, preferably in construction, utilities, engineering, or infrastructure sectors.
• Excellent organisational skills with the ability to manage multiple tasks while maintaining high attention to detail.
• Proficient use of Microsoft Office applications (Excel, Word, Outlook, PowerPoint), SharePoint, and document control systems.
• Strong verbal and written communication abilities.
• Able to work both autonomously and collaboratively within multidisciplinary teams.
• Capable of handling sensitive and confidential information with appropriate discretion.

Preferred Qualifications

• Experience supporting engineering or capital projects in regulated environments such as water, wastewater, or utilities.
• Familiarity with documentation like Inspection Test Plans (ITPs), Risk Assessments and Method Statements (RAMS), and project drawings.
• Basic knowledge of health and safety practices relevant to construction or industrial settings.
• Experience in facilities management and coordinating office contracts.
• Some exposure to SAP or similar ERP systems; training will be provided.

Benefits and Terms

• Opportunity to join a dynamic and expanding organisation.
• Flexible employment options with part-time (3 days/week) or full-time (5 days/week) availability; working hours Monday to Thursday 8:30 AM to 5:00 PM and Friday 8:30 AM to 4:00 PM.
• Annual leave entitlements include 22 days plus 10 bank holidays.
• Competitive salary package.
• Access to an Employee Assistance Program (EAP) offering confidential counselling services available 24/7 for employees and their families.