Contract Administrator

Overview

Manage contracts, orders, documentation, and commercial support for construction sites.

Key Responsibilities

• order processing
• grn upload
• data control
• docket verification
• timesheet management
• invoice queries

Tasks

-Order/Requisition Processing: Processing orders and requisitions, as well as managing proof of delivery (docket) processing on the IFS system. -Returns and Compliance: Handling all returns to the Head Office, including plant and labour returns. Ensuring compliance with the Coffey management system. -Damages and Credit Notes: Notifying suppliers and the Accounts Payable department regarding damages with photographic evidence and requesting credit notes. -GRN Uploading: Uploading Goods Received Notes (GRNs) to ensure the correct purchase order (PO), job number, and other relevant information are on the docket. -Data Control: Checking data for correctness and completeness before submission to Finance. -Correspondence and Documentation: Coordinating correspondence and documentation and assisting in HSQE (Health, Safety, Quality, and Environment) administration. -HR Documentation and Inductions: Liaising between the site and HR department for documentation and notification of absences. Organising and coordinating site inductions. -Docket Verification: Ensuring delivery dockets are signed and checked off against the PO by the relevant personnel. -Information Reporting: Assisting and supporting the reporting of information to the relevant departments in line with the commercial calendar. -Commercial Support: Assisting the Commercial Team staff with the commercial function and coordinating correspondence and documentation submissions to Employer teams. -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. -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. -Environmental Documentation: Ensuring daily and correct recording of muckaway dockets in the HSQE environmental folder. -Delivery Schedules: Checking delivery schedules on-site. -Staff Accommodation: Monitoring and reporting the staff accommodation list weekly to the Finance 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. -Site Pre-Planning: Assisting with site pre-planning by ensuring supplier and subcontractor purchase orders and other supporting documentation are in place weekly. -Supplier/Subcontractor Setup: Assisting with gathering information for setting up new suppliers/subcontractors.

Requirements

• site office
• driver’s licence
• leaving cert
• erp
• detail oriented
• english

What You Bring

-Previous experience in a construction site office environment or similar work experience in office management 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 -Excellent phone manner and ability to build relationships with colleagues in other offices, colleagues on site and interact with client team members is required. -This is a hands on role, with strong attention to detail and accuracy is extremely important. -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 written and spoken English is required.

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About Coffey

-A company has built a reputation for delivering engineering and environmental solutions for complex projects. -The company has decades of experience and plays a pivotal role in shaping infrastructure, energy, and water systems. -The company is known for solving challenging environmental and engineering problems through innovation. -From large-scale transport networks to renewable energy initiatives, the company's expertise spans critical industries. -The company has consistently been involved in high-profile projects, including national infrastructure developments and water management systems. -The company is trusted by public and private sector clients for its commitment to quality and safety. -The company has a strong track record in executing projects on time and within budget, showcasing its reliability in the industry.

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