Full job description

Role: Project Administrator

Location Base: Ballymore Eustace, County Kildare

Salary: Competitive salary

Main Duties and Responsibilities:

• Support procurement activities by raising and tracking purchase requisitions (PRs) using SAP and liaising with suppliers as needed.
• Ensure accuracy of PO data with QS/Site Team prior to PR submission. Essential to relieve issue on the end user side.
• Monitor approval workflow in SAP and follow up for pending approvals
• Enter data, process procurement transactions (purchase requisitions, goods receipts, invoices)
• Ensure uploading of all delivery dockets by site team to correct location on ACC.
• Flag and resolve invoice discrepancies (Blocked invoices)
• Flag and resolve invoice discrepancies (Parked invoices)
• Maintain full document traceability (POs, GRNs, invoices: Registers to be compiled and located on ACC)
• Track open PO's/delivery delays and supplier performance. Notify site team of any issues in this regard.
• Support Accounts Payable in releasing vendor payments
• Support process improvement initiatives
• Download invoices for QS team as per required
• Provide administrative support to operational and site support teams including calendar coordination and meeting logistics.
• Handle confidential administrative tasks with discretion and professionalism.
• Filing and document control
• Drive continuous improvement by identifying opportunities for process optimisation and cost savings related to facilities and operations.
• Site Office Management
• Assist with quality documentation collation, uploading and reporting
• Assist with health and safety administration
• Complete timesheets and daily allocation sheets
• Provide administrative support to the project delivery teams

Knowledge, Skills and Experience:

Essential:

Proven experience in a project coordination or administrative support role, ideally within construction, utilities, engineering, or infrastructure sectors.

Strong organisational and multitasking abilities, with excellent attention to detail.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), SharePoint, and document control systems.

Strong written and verbal communication skills.

Ability to work independently and as part of a multidisciplinary team.

Ability to handle sensitive and confidential information appropriately.

Desirable:

Previous experience supporting engineering or capital project teams in a regulated environment (e.g., water/wastewater, utilities).

Familiarity with industry-specific documentation such as ITPs, RAMS, and project drawings.

Basic understanding of health and safety practices in construction or industrial environments.

Experience with facilities management and office contract coordination.

Experience using SAP or similar enterprise resource planning (ERP) systems (training will be provided)