Project Administrator

Role Overview

The Project Administrator will be based at the Macroom Wastewater Treatment Plant in Macroom, County Cork, providing vital administrative and project support within a dynamic, growing organisation. This position offers a competitive salary and the option for either full-time or part-time work hours.

Key Responsibilities

• Assist procurement processes by raising and tracking purchase requisitions using SAP and coordinate with suppliers.
• Confirm the accuracy of purchase order data with Quantity Surveying and site teams before submission to prevent end-user issues.
• Monitor SAP approval workflows and follow up on outstanding approvals diligently.
• Manage the processing and entry of procurement transactions such as purchase requisitions, goods receipts, and invoices.
• Ensure all delivery dockets are uploaded correctly to the ACC system by the site team.
• Identify and resolve invoice discrepancies, including blocked and parked invoices.
• Maintain comprehensive document traceability for purchase orders, goods received notes, and invoices, keeping registers up to date on ACC.
• Track open purchase orders, monitor delivery delays and supplier performance, alerting the site team about any concerns.
• Support Accounts Payable to facilitate vendor payments.
• Contribute to process improvement efforts aimed at optimizing operations and reducing costs.
• Download invoices as required for the Quantity Surveying team.
• Provide general administrative support for operational and site support teams including calendar and meeting management.
• Handle confidential administrative duties with professionalism and discretion.
• Manage filing systems and document control efficiently.
• Manage the site office and assist with quality documentation collation, uploading, and reporting.
• Support health and safety administration activities and complete timesheets and daily allocation sheets.
• Provide support to project delivery teams to ensure smooth operations.

Required Skills and Experience

• Proven background in project coordination or administrative roles, preferably in construction, utilities, engineering, or infrastructure sectors.
• Strong organizational skills with the ability to multitask and pay extensive attention to detail.
• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint), SharePoint, and document control systems.
• Excellent verbal and written communication skills.
• Capable of working independently as well as collaboratively within a multidisciplinary team.
• Ability to manage sensitive and confidential information responsibly.

Preferred Attributes

• Experience supporting engineering or capital projects within regulated environments like water, wastewater, or utilities.
• Knowledge of industry documentation such as Inspection Test Plans (ITPs), Risk Assessments and Method Statements (RAMS), and project drawings.
• Basic understanding of health and safety standards in construction or industrial settings.
• Experience managing facilities and coordinating office contracts.
• Familiarity or willingness to learn SAP or similar ERP software (training provided).

Benefits and Work Conditions

• Opportunity to work within an expanding and ambitious organisation.
• Flexible work schedule options: Part-time (3 days per week) or full-time (5 days per week) with Monday to Thursday hours from 8:30 am to 5:00 pm and Friday hours from 8:30 am to 4:00 pm.
• 22 days of annual leave along with 10 paid bank holidays.
• Competitive salary package.
• Access to a confidential Employee Assistance Programme available 24/7 for employees and their families, providing counseling and support services.