Administration Assistant

Farrans Limited; Ulster; On-site; EUR 28,000 - 35,000; Full time

Job summary

A construction and project management company in Monaghan is seeking an Administrator to handle front desk duties and support various teams. Responsibilities include managing visitor interactions, general office tasks, and document control. The ideal candidate will have excellent communication skills, prior administration experience, and proficiency in Microsoft Office. A positive team player who can work independently will thrive in this role.

Benefits

Flexible working hours

Generous leave policies

Clear progression pathway

Qualifications

• Excellent communication skills - both written and verbal.
• Working knowledge in Microsoft Office packages including Word and Excel.
• Capable of working on own initiative whilst working in a team environment.
• Previous administration experience.
• Able to prioritise and multi-task with an understanding of deadlines.

Responsibilities

• Main point of contact for all visitors to site / front of house.
• Carry out general office duties including ordering supplies.
• Manage delivery docket approval process and ensure quick invoice approvals.
• Document control including inputting data and uploading documents.
• Assist HR with onboarding new employees and leavers.

Skills

Excellent communication skills

Microsoft Office

Teamwork

Initiative

Administration experience

Prioritization

Job description

Overview

This role will see you being based in Monaghan, with responsibility for the day-to-day administrative and reception duties. You will work alongside the Site, Community, HR, SHEQ, Quality, Finance and Commercial teams to ensure all administrative duties are completed in a clear, methodical and timely manner.

Responsibilities

• Main point of contact for all visitors to site / front of house. Dealing with clients and customers in a professional and friendly manner via email and face to face and ensure all visitors are signed in and have the correct PPE. Assist with inductions on arrival.
• Carry out general office duties including ordering office supplies, PPE and consumables for site, petty cash, update all information boards on site.
• Manage delivery docket approval process, gain approval from the appropriate team members on site in a timely manner using Coins OA, keep the approved signature list up to date.
• Ensure invoices are signed and approved quickly.
• Project Superuser for the access control system, MSite. Issue registration emails to new users and monitor expiry dates for trade cards, run reports and audits. Document control including inputting data and uploading documents into various systems including Aconex.
• Support the Social Value Team achieving targets for the project, liaise with stakeholders and local council, employment partners and local education, produce progress reports, coordinate CCS audits.
• Manage PPE register and populate charge sheets, manage weekly plant on and off hire and assist with labour invoicing / timesheets.
• Monitoring Safety Observations, Data Entry - Inspection Sheets, Training Attendance Data, Safety Statistics. File LOLER, PUWER paperwork, Traffic Management Inspection Sheets and permits.
• Assist HR with onboarding new employees and leavers.
• Assist Learning and Development team with regards any training on site with either Farrans employees or subcontractors, contact for site Graduates and Apprentices for any queries for the L&D Team.
• Monitor the Quality Duty Chart weekly and check all tasks have been allocated to named personnel.
• Complete Waste Transfer notes, licenses, and track waste, submit water meter readings and Best Practices from site (Photos). Record sub-contractor waste usage, fuel usage and goods/materials purchased, and record delivery miles of goods and materials delivered to site and record Subcontractor commuting mileage.
• The above is not an exhaustive list of duties and you may be asked to help with ad-hoc duties as requested by onsite management.

Qualifications

• Excellent communication skills - both written and verbal.
• Working knowledge in Microsoft Office packages including Word and Excel.
• Capable of working on own initiative whilst working in a team environment.
• Confident in asking questions, seeking and clarifying information and have an enthusiasm to learn new experiences and be supportive of and part of a hard-working team.
• Previous Administration experience
• Able to prioritise, multi-task and an understanding of deadlines and working to achieve these.
• An excellent professional demeanor.

About Us

Here at Farrans we build, we transform, and we connect. Making a positive difference to the communities in which we operate is our passion and we place social responsibility at the heart of every projects we deliver have an important role in the everyday lives of people in the UK & Ireland. We are committed to making a positive impact on the environment and strive for sustainability in all we do.Our culture is one of transparency, equality and encouragement, where questions are welcomed, learning never stops and access to support is are an equal opportunities employer and are committed to creating a diverse and inclusive work environment for all. Should you require any reasonable adjustments throughout our recruitment process, please don’t hesitate to let us know.

Benefits

When you come to Farrans, you can make a big impact. We love enthusiasm, new ideas and innovation. Your well-being is our people are our greatest asset, which is why we offer a comprehensive benefits package designed to support you to achieve your full career development opportunities provide you with a clear progression pathway, advanced education in your core subjects as well as management and leadership opportunities to excel understand the importance of work life balance. We offer flexible working hours (where applicable) and generous leave policies to help you maintain a healthy work-life know that our most important asset is our people and that is why we have invested significantly to ensure the physical and mental wellbeing of all our employees.

Skills: Administrator, Administration, Construction, Payroll