Administrative Coordinator

Description

• Generate weekly reports for Superdrug and The Perfume Shop window cleaning progress.
• Order and coordinate specialised machinery (e.g., MEWP equipment) for unique job requirements.
• Raise POs for supplier invoicing and ensure accurate processing of orders and payments.
• Support billing activities with Finance, including managing and sending monthly KPMG and Davy's dockets.
• Engage in daily interactions with ICD team members to provide administrative support and resolve issues as needed.
• Maintain full management of OneDrive to record and track all work completed by the ICD team on a daily basis.
• Keep accurate records of team training and certifications.
• Perform additional administrative and operational tasks as required to support overall business operations.
• Source products by obtaining quotes and liaising with consumable suppliers to secure competitive pricing.
• Follow up on historical planned preventative maintenance (PPM) and reactive work to ensure closure.
• Save and organise all dockets on OneDrive to ensure they are accessible and shared with the relevant departments when work is completed.
• Liaise with the H&S team for obtaining RAMS (risk assessments and method statements) and SARS (substances and chemical data).
• Provide full cover for the ICD Manager during periods of absence or leave.
• Manage consumable orders and raise purchase orders (POs) for consumables, safety care products, machinery, and other required items.
• Teamwork: Works collaboratively with team members and assists in ensuring operational success.
• Order QR codes when requested to track materials or equipment usage.
• Book equipment services and repairs with suppliers, ensuring timely resolutions.
• Coordinate weekly meetings with the helpdesk to review open monthly PPMs and reactive works.
• Liaising with the ICD team members and making sure there are no missing dockets ensuring documentation accuracy.
• Track all PODs (proof of delivery) to ensure invoices are supported for billing purposes.
• Create and provide monthly PP reports to the SS Operations Manager.

Requirements

• Proactive Problem Solving: Able to independently address and resolve challenges as they arise.
• Organisational Skills: Ability to multitask, prioritise workload, and maintain accurate records.
• Familiarity with procurement processes and supplier management.
• Communication Skills: Excellent verbal and written communication for liaising with suppliers, team members, and departments.
• Experience in record keeping and generating detailed reports.
• Attention to Detail: Thorough and meticulous when handling documentation, invoicing, and purchase orders.
• Knowledge of safety care orders and equipment hire processes would be advantageous.
• Technical Competency: Proficient in utilising Microsoft OneDrive, Excel, and other office management software.
• Previous experience in administration or office management roles is essential.

Benefits

• Tax Saver Scheme
• Talent Referral Scheme (Earn €100 - €3000 for referring a friend to Mitie)
• Save as you Earn Scheme (a risk-free savings plan that allows you to buy Mitie shares at a special discount)
• 22 days Annual Leave
• A non-contributory life assurance scheme
• Bike2Work Scheme
• Personal Retirement Savings Account (PRSA) scheme
• Learning & development (access to 200 courses on our L&D platform)
• Long service awards (Ranging from €50-€300)
• Free Virtual GP Service
• Mi Deals (Fantastic savings at high street stores)
• Employee Assistance Programme (EAP)
• Mi Recognition (Thanking employees for a job well done ranging from €25 - €250)

Training + Development

Interview process

Visa Sponsorship

Security clearance