Project Administrator

at  DPS Group

The Project Administration, supporting the Project Administration lead will play a key role in providing administration services for the project team. The Project Administration will be tasked with coordinating a wide range of administration, office management, documentation, and quality system tasks. The ideal candidate will be a self-motivated individual with strong leadership, communication and organisational skills. The successful candidate will lead a team with the importance of meeting targeted commitments while being flexible to the ever-changing and fast paced environment of our clients sites.
Location: Kildare, Leixlip
Employment Type: Temp to Perm
Reference Code: 1273
Date Posted: 20/Jun/2024
Arcadis|DPS Group works at the frontier of facility delivering innovative and ground-breaking solutions for our clients on the most exciting and high-profile projects around the world, designing some of the most complex and specialized facilities under construction today. Our business is growing, and we are recruiting key team members. Look no further if you would like to work on one of the biggest and leading-edge construction projects in Ireland and be part of a winning team. People with skills, knowledge, and expertise like yours underpin our success. A career at Arcadis|DPS Group is truly rewarding, with excellent benefits and opportunities to develop your technical and professional development. We respect and support each other to create one Arcadis|DPS Group team. We are dynamic, we create space for ideas, independent views, and challenging the status quo. We have a diverse workforce and embrace different views and perspectives.
Look no further if you would like to be part of a vibrant dynamic team that delivers world-class engineering, design, and project management for industry-leading clients around the world. If you have what it takes to work with us, apply today.

POSITION SUMMARY:

The Project Administration, supporting the Project Administration lead will play a key role in providing administration services for the project team. The Project Administration will be tasked with coordinating a wide range of administration, office management, documentation, and quality system tasks.
The ideal candidate will be a self-motivated individual with strong leadership, communication and organisational skills. The successful candidate will lead a team with the importance of meeting targeted commitments while being flexible to the ever-changing and fast paced environment of our clients’ sites.
Key Responsibilities:

Responsibilities shall include but not limited to:

• The project administrators and document controllers will provide the following services to the project team:
• Assist project team with preparation of reports, meeting notes, room bookings and other requests.
• Take written documentation of meeting minutes.
• Deal with incoming calls and queries.
• Organise procurement of office supplies and services.
• Co-ordinate staff holiday schedule.
• Deal with IT issues (IT access and permissions) and service providers.
• Office filing and server back-up.
• Overseeing office repairs and maintenance, facilities ordering of chairs, desks etc.
• Clerical/admin support to senior staff.
• Diary and appointment management.
• Action internal/external queries and tasks.
• Organise all travel arrangements.
• Typing and formatting of memos and documents.
• Files, audits, receives, distributes, tracks and maintains incoming and outgoing document tracking system of confidential and non-confidential construction documents according to established procedures and standards for security and document organization.
• Coordinate activities in the information that is received, stored, and retrieved.
• Ensures security and preservation of records in construction information management center.
• Ensures standardized functional systems (labelling, PFI, data entry, email notifications, customer responses, detailed filing) are used by records technicians and are effectively used.
• Maintain and transmit files from the beginning of a project through construction and closeout, hard & soft copy filing.
• Implementation and maintenance of Quality System on the project as per client and DPS needs.
• Maintain and process company documents.
• Other ad-hoc duties as required.

Education & Experience:

• Demonstrated experience of leading a multi-disciplinary administration team.
• People management and coordination experience.
• Requires a Diploma certificate or its equivalent and at least 4 years of experience in the field or in a related area.
• At least 5 years experience in Administration position or records management and/or construction records management.
• Construction site experience an advantage.

Essential Skills

• Ability to identify, plan and organise work and rapidly adapt to on-going schedule changes.
• Familiar with standard concepts, practices, and procedures within document control or construction document control field.
• Relies on experience and judgment to plan and accomplish goals. Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
• Effective proven leadership skills.
• Proven accuracy, reliability, and completeness in job accomplishment.
• Effective oral and written communication skills.
• Diverse stakeholder management

• Must be detail-oriented and highly organized; and must be able to produce accurate and timely results while maintaining a customer-service attitude.Proficient in MS Office applications; Outlook, Word, Excel and Access

• Other:
  Working hours: 45 hours, Monday to Friday

• 
  Aracdis DPS Engineering Inc. is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. DPS does not discriminate in employment opportunities or practices on the basis of race, colour, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.

• The project administrators and document controllers will provide the following services to the project team:
• Assist project team with preparation of reports, meeting notes, room bookings and other requests.
• Take written documentation of meeting minutes.
• Deal with incoming calls and queries.
• Organise procurement of office supplies and services.
• Co-ordinate staff holiday schedule.
• Deal with IT issues (IT access and permissions) and service providers.
• Office filing and server back-up.
• Overseeing office repairs and maintenance, facilities ordering of chairs, desks etc.
• Clerical/admin support to senior staff.
• Diary and appointment management.
• Action internal/external queries and tasks.
• Organise all travel arrangements.
• Typing and formatting of memos and documents.
• Files, audits, receives, distributes, tracks and maintains incoming and outgoing document tracking system of confidential and non-confidential construction documents according to established procedures and standards for security and document organization.
• Coordinate activities in the information that is received, stored, and retrieved.
• Ensures security and preservation of records in construction information management center.
• Ensures standardized functional systems (labelling, PFI, data entry, email notifications, customer responses, detailed filing) are used by records technicians and are effectively used.
• Maintain and transmit files from the beginning of a project through construction and closeout, hard & soft copy filing.
• Implementation and maintenance of Quality System on the project as per client and DPS needs.
• Maintain and process company documents.
• Other ad-hoc duties as required