Contracts Administrator

Commercial Support: Assisting the Commercial Team staff with the commercial function and coordinating correspondence and documentation submissions to Employer teams.

Invoice and Plant Queries: Acting as a liaison/point of contact for invoice queries between the site and Accounts Payable department. Liaising between the site and Plant department for plant portal input, hire queries, and other plant requirements.

Site Pre-Planning: Assisting with site pre-planning by ensuring supplier and subcontractor purchase orders and other supporting documentation are in place weekly.

Correspondence and Documentation: Coordinating correspondence and documentation and assisting in HSQE (Health, Safety, Quality, and Environment) administration.

Supplier/Subcontractor Setup: Assisting with gathering information for setting up new suppliers/subcontractors.

Timesheet and Payroll: Coordinating the weekly timesheet and lodge recording, as well as submission to Finance according to deadlines. Liaising with Site Foremen for any weekly labor payroll changes or adjustments and notifying the Payroll/HR department.

Procurement Coordination: Liaising with procurement to ensure enough quantities are ordered to process associated dockets.

Allocation and Record Reports: Ensuring allocations and daily records reports are recorded and circulated.

Damages and Credit Notes: Notifying suppliers and the Accounts Payable department regarding damages with photographic evidence and requesting credit notes.

Docket Verification: Ensuring delivery dockets are signed and checked off against the PO by the relevant personnel.

Reporting to the Commercial Manager, the Contract Administrator will be responsible for the following:

Environmental Documentation: Ensuring daily and correct recording of muckaway dockets in the HSQE environmental folder.

Data Control: Checking data for correctness and completeness before submission to Finance.

Delivery Schedules: Checking delivery schedules on-site.

GRN Uploading: Uploading Goods Received Notes (GRNs) to ensure the correct purchase order (PO), job number, and other relevant information are on the docket.

Staff Accommodation: Monitoring and reporting the staff accommodation list weekly to the Finance department.

Information Reporting: Assisting and supporting the reporting of information to the relevant departments in line with the commercial calendar.

Returns and Compliance: Handling all returns to the Head Office, including plant and labour returns. Ensuring compliance with the Coffey management system.

• Commercial Support: Assisting the Commercial Team staff with the commercial function and coordinating correspondence and documentation submissions to Employer teams.
• Invoice and Plant Queries: Acting as a liaison/point of contact for invoice queries between the site and Accounts Payable department. Liaising between the site and Plant department for plant portal input, hire queries, and other plant requirements.
• Site Pre-Planning: Assisting with site pre-planning by ensuring supplier and subcontractor purchase orders and other supporting documentation are in place weekly.
• HR Documentation and Inductions: Liaising between the site and HR department for documentation and notification of absences. Organising and coordinating site inductions.
• Correspondence and Documentation: Coordinating correspondence and documentation and assisting in HSQE (Health, Safety, Quality, and Environment) administration.
• Supplier/Subcontractor Setup: Assisting with gathering information for setting up new suppliers/subcontractors.
• Timesheet and Payroll: Coordinating the weekly timesheet and lodge recording, as well as submission to Finance according to deadlines. Liaising with Site Foremen for any weekly labor payroll changes or adjustments and notifying the Payroll/HR department.
• Procurement Coordination: Liaising with procurement to ensure enough quantities are ordered to process associated dockets.
• Allocation and Record Reports: Ensuring allocations and daily records reports are recorded and circulated.
• Order/Requisition Processing: Processing orders and requisitions, as well as managing proof of delivery (docket) processing on the IFS system.
• Damages and Credit Notes: Notifying suppliers and the Accounts Payable department regarding damages with photographic evidence and requesting credit notes.
• Docket Verification: Ensuring delivery dockets are signed and checked off against the PO by the relevant personnel.
• Environmental Documentation: Ensuring daily and correct recording of muckaway dockets in the HSQE environmental folder.
• Data Control: Checking data for correctness and completeness before submission to Finance.
• Delivery Schedules: Checking delivery schedules on-site.
• GRN Uploading: Uploading Goods Received Notes (GRNs) to ensure the correct purchase order (PO), job number, and other relevant information are on the docket.
• Staff Accommodation: Monitoring and reporting the staff accommodation list weekly to the Finance department.
• Information Reporting: Assisting and supporting the reporting of information to the relevant departments in line with the commercial calendar.
• Returns and Compliance: Handling all returns to the Head Office, including plant and labour returns. Ensuring compliance with the Coffey management system.

Excellent excel, word and powerpoint skills required, comfortable using eg Vlookups and pivot tables

Previous experience in a construction site office environment or similar work experience in office management is required.

Excellent written and spoken English is required.

If a non EU/non UK passport holder, must have a valid work permit in place as there is no sponsorship for this position.

Experience inputting data into an ERP system and preparing site reports using databases eg accounting systems and/or a third-level qualification in business or related subjects (PLC) is required

Excellent phone manner and ability to build relationships with colleagues in other offices, colleagues on site and interact with client team members is required.

Full clean Irish driver’s license, the Contract Administrator will be site based, and depending on the location will be required to travel between sites.

• Minimum Ordinary Level Leaving Cert or equivalent qualification
• This is a hands on role, with strong attention to detail and accuracy is extremely important.
• Excellent excel, word and powerpoint skills required, comfortable using eg Vlookups and pivot tables
• Previous experience in a construction site office environment or similar work experience in office management is required.
• Excellent written and spoken English is required.
• If a non EU/non UK passport holder, must have a valid work permit in place as there is no sponsorship for this position.
• Experience inputting data into an ERP system and preparing site reports using databases eg accounting systems and/or a third-level qualification in business or related subjects (PLC) is required
• Excellent phone manner and ability to build relationships with colleagues in other offices, colleagues on site and interact with client team members is required.
• Full clean Irish driver’s license, the Contract Administrator will be site based, and depending on the location will be required to travel between sites.