Overview
Administrative Assistant Jobs in Cork, County Cork, Ireland at Coffey
Title: Administrative Assistant
Company: Coffey
Location: Cork, County Cork, Ireland
Location: Cork, Ireland
We are seeking an Administrative Assistant to join our dynamic team on a large-scale design and build project and assist the existing site administrator. This is a critical support role, providing coordination, document control, and administrative assistance to ensure smooth communication between internal teams, partners, and clients.
Project Scope
The Administrative Assistant will support site-based project teams engaged in:
- Civil engineering and building works,
- Design coordination and document control,
- Supplier and subcontractor interface,
- Reporting and stakeholder communication.
Key Responsibilities:
- Upload, share, and track design inputs and drawings between internal teams, partners, and designers using ACC, PIRS, and SharePoint.
- Manage correspondence from Employers, Engineers, and Clients and distribute internally.
- Register and upload delivery dockets and other site records to project systems.
- Manage supplier invoice posting proposals in IFS weekly.
- Take and distribute minutes for weekly internal, plant, and design meetings.
- Support procurement and partner coordination meetings, ensuring required actions are tracked.
- Coordinate with subcontractors and suppliers to ensure documentation and information flow.
- Update rental lists and plant status (on/off hire) in IFS.
- Handle MAR (Material Approval Request) submissions and maintain logs.
- Submit Temporary Works Design packages to permanent designers, obtain certificates, and manage approvals with PSDP.
- Assist in collating information for the Monthly Progress Report.
Skills & Qualifications
Education & Certification:
- Qualification or experience in administration, office management, or construction support roles.
Experience:
- Experience in a construction or engineering project environment preferred.
- Familiarity with document control systems (e.g., ACC, SharePoint, PIRS) advantageous.
Technical Knowledge:
- Basic understanding of project documentation and workflow processes.
- Familiarity with IFS or other ERP systems is desirable.
Skills:
- Strong organisational and multitasking abilities.
- Excellent written and verbal communication.
- Proficient in MS Office (Excel, Word, Outlook).
- High attention to detail and ability to work to deadlines.
Requirement:
- Authorised to work in Ireland i.e. stamp 4 visa or critical skills visa
- Excellent written and spoken English.
