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Contract Administrator
Coffey
Manage contracts, orders, documentation, and commercial support for construction site.
9d ago
Junior (1-3 years)
Full Time
County Kerry, Ireland
Onsite
Company Size
500 Employees
Service Specialisms
Engineering
Consulting
Project Management
Environmental Services
Geotechnical Engineering
Surveying
Design
Construction Services
Sector Specialisms
Engineering
Geotechnical
Environmental
Testing
Project Management
Physical Infrastructure
Social Infrastructure
Structural Alterations
Role
What you would be doing
delivery schedules
grn uploading
docket verification
data control
procurement coordination
timesheet coordination
- Delivery Schedules: Checking delivery schedules on-site.
- Damages and Credit Notes: Notifying suppliers and the Accounts Payable department regarding damages with photographic evidence and requesting credit notes.
- Supplier/Subcontractor Setup: Assisting with gathering information for setting up new suppliers/subcontractors.
- 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.
- 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.
- 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.
- Environmental Documentation: Ensuring daily and correct recording of muckaway dockets in the HSQE environmental folder.
- Staff Accommodation: Monitoring and reporting the staff accommodation list weekly to the Finance department.
- HR Documentation and Inductions: Liaising between the site and HR department for documentation and notification of absences. Organising and coordinating site inductions.
- Data Control: Checking data for correctness and completeness before submission to Finance.
- GRN Uploading: Uploading Goods Received Notes (GRNs) to ensure the correct purchase order (PO), job number, and other relevant information are on the docket.
- Returns and Compliance: Handling all returns to the Head Office, including plant and labour returns. Ensuring compliance with the Coffey management system.
- 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.
- Procurement Coordination: Liaising with procurement to ensure enough quantities are ordered to process associated dockets.
- Docket Verification: Ensuring delivery dockets are signed and checked off against the PO by the relevant personnel.
- Correspondence and Documentation: Coordinating correspondence and documentation and assisting in HSQE (Health, Safety, Quality, and Environment) administration.
- Order/Requisition Processing: Processing orders and requisitions, as well as managing proof of delivery (docket) processing on the IFS system.
What you bring
phone manner
erp
office management
leaving cert
driver's licence
english
- 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.
- Excellent written and spoken English is required.
- 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
- 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
Information not given or found
Training + DevelopmentInformation not given or found
Interview process
Information not given or found
Visa SponsorshipInformation not given or found
Security clearanceInformation not given or found
Company
Overview
- 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.
- Culture of integrity, transparency and ethical collaboration
- Embedding ESG strategies formally throughout business processes
- Nurturing and embedding environmental awareness throughout the organisation to mitigate impact
- In‑house Chartered Environmentalist to manage & monitor all environmental controls
- Operational compliance with ISO 14001 EMS, ISO 50001 EnMS and Chain of Custody standards
Net Zero 2034
Sustainability Goal
Committed to achieving net-zero emissions by 2034.
94% Biofuel Usage
Sustainable Energy Adoption
Adopting Green D+ HVO biofuel across 94% of operations.
558 tonnes CO2 Removed
Emission Reduction Impact
Reduction in CO2 emissions achieved through sustainable practices.
Zero Waste
Waste Management Achievement
Achieved zero waste to landfill across operations.
- Committed to UN’s ‘Race to Net Zero by 2050’
- ISO 14001, ISO 50001 & Chain of Custody certifications held
- Organisation Carbon Reduction Plan in place
- Own in‑house Chartered Environmentalist managing procurement, training and environmental monitoring
- Ethical labor practices through memberships in SEDEX and Gangmasters Labour Abuse Authority.
- Committed to employee well-being by being a signatory to the People Matter Charter.
- Promotes responsible business practices by being registered with the Considerate Constructors Scheme.
- Supports community development through active engagement in community projects and local employment initiatives.
- Contributes to society by offering charitable donations and volunteering opportunities.
- Committed to fair compensation and supporting local businesses by paying a fair living wage.
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