Project Administrator

Role Overview

CitA (Construction IT Alliance) is hiring a Project Administrator for a 12-month fixed-term assignment. The role is part-time, requiring three days each week from Tuesday to Thursday, and is based in Dublin. It supports a nationally funded, high-profile digital platform focused on promoting Modern Methods of Construction (MMC).

The successful candidate will report to the Project Co-Ordinator and the General Manager of CitA, while working closely with the broader project team, including the project lead, senior project manager, project co-ordinator, content manager, technology partner, and marketing and PR specialist.

Responsibilities

The role covers event administration, speaker coordination, supplier liaison, digital content updates, email automation, and general project support.

• Keep attendee registration records current and accurate.
• Handle the registration desk for in-person internal events.
• Draft and send invitations, reminders, and follow-up emails, including registration thank-you messages.
• Arrange badge printing with the designer.
• Communicate with speakers and track presentation submissions.
• Share agendas, invitation assets, and presentation deadlines with speakers.
• Review and update presentation slides and supporting materials.
• Help create event presentations and promotional assets using tools such as Canva, Figma, and images for invitations.
• Coordinate with suppliers for AV, catering, furniture, accommodation, transport, and other event needs.
• Follow up on quotes, supplier availability, and delivery arrangements.
• Support event setup and delivery on site.
• Organise equipment lists and technical requirements.
• Manage tablets, chargers, merchandise, badges, and printed materials.
• Confirm venue details, access arrangements, and event logistics.
• Update event pages and website content.
• Upload and publish research reports, courses, industry insights, event materials, and “Day in the Life” content.
• Handle website amendments, including logos and content revisions.
• Keep the Figma archive of article cover images up to date.
• Upload and publish post-event videos through Vimeo and the platform.
• Maintain Mailchimp audiences and automated email flows for event forms.
• Monitor campaign performance and audience changes.
• Collect receipts, upload them to SharePoint, and maintain the receipts spreadsheet.
• Upload new companies to Sonrai and add attendance profile forms after internal events.

Requirements

The ideal candidate will be organised, detail-oriented, and comfortable managing multiple administrative and coordination tasks across events, digital content, and stakeholder communication.

• Experience supporting event coordination and logistics.
• Ability to manage stakeholders and suppliers professionally.
• Experience handling registrations and attendee records.
• Comfort coordinating speakers and presentation materials.
• Working knowledge of Drupal for website updates.
• Experience publishing digital content through platforms such as Vimeo and SharePoint.
• Familiarity with Mailchimp and email automation workflows.
• Confidence using Figma and Canva.
• Strong administrative and documentation skills.
• Experience with SharePoint and Sonrai administration.
• Good communication and relationship-building skills.
• High attention to detail.
• Strong time management and prioritisation abilities.
• Working knowledge of Microsoft Office, including Excel, Word, and PowerPoint.

Perks

• Laptop provided.
• Mobile phone provided.
• Paid holidays.

Additional Information

This is a part-time, on-site role for three days per week, specifically Tuesday to Thursday. It is offered as a 12-month fixed-term contract. Compensation is €20,000 per year for the three-day work week.