Construction & Admin Coordinator: Scheduling, Procurement & Payroll

Windmill Healthcare; Mallow; On-site; EUR 35,000 - 55,000; Full time

Benefits offered by this job

Permanent, full-time position

Salary commensurate with experience

Job summary

Windmill Construction Company in Mallow, Co. Cork, seeks a Construction & Administration Coordinator to support day-to-day admin of our construction and mobile maintenance operations.

The role covers RCT and VAT administration, payroll support, procurement, workforce scheduling, and financial record-keeping. You will work with management, subcontractors and suppliers to ensure projects are coordinated, costs tracked, and reporting maintained.

Qualifications

• A relevant qualification in business, management, accounting or office administration from a recognised Irish awarding or professional body.
• Previous experience in administration, accounts, procurement or operational coordination.
• Experience preparing or supporting RCT and VAT returns.
• Experience using ROS or similar online financial systems.
• Strong proficiency in Microsoft Excel, Word and Outlook.
• Excellent organisational and scheduling skills.
• Strong attention to detail and a high level of numerical accuracy.
• Ability to manage competing deadlines and work independently.
• Excellent written and verbal communication skills.
• Permission to work in Ireland
• Ability to handle confidential employee and commercial information appropriately.
• An IQQI Level 6 or higher qualification in business or management, accounting technician qualification, or an equivalent recognised qualification.
• Experience working in the construction, property, facilities or maintenance sector.
• Experience coordinating mobile construction or maintenance teams.
• Experience with purchase orders, supplier accounts and subcontractor administration.
• Knowledge of construction VAT, RCT and reverse-charge arrangements.
• Experience with payroll, accounting, scheduling or construction management software.

Responsibilities

• Prepare and process RCT documentation through ROS.
• Manage subcontractor payment notifications and maintain RCT records.
• Assist with VAT returns.
• Process supplier and subcontractor invoices.
• Maintain purchasing, payment and project expenditure records.
• Reconcile invoices, purchase orders, delivery documentation and payment records.
• Prepare financial information and supporting schedules for management and external accountants.
• Maintain supporting documentation for Revenue and audit purposes.
• Coordinate the procurement of construction materials, tools, equipment and services.
• Obtain and compare supplier quotations.
• Raise and monitor purchase orders.
• Liaise with suppliers regarding pricing, availability, deliveries and outstanding orders.
• Maintain an approved supplier and subcontractor database.
• Monitor stock and equipment requirements in consultation with management and site teams.
• Assist management with cost-effective purchasing options.
• Prepare and maintain work schedules for construction and mobile maintenance teams.
• Coordinate allocation of employees and subcontractors across projects and locations.
• Liaise with managers regarding staffing requirements, project priorities and urgent works.
• Maintain project diaries, calendars, work orders and job sheets.
• Communicate schedule changes promptly to relevant staff.
• Monitor completion of scheduled works and follow up on outstanding items.
• Provide general administrative support to the management team.
• Maintain filing systems (electronic and paper).
• Prepare correspondence, reports, spreadsheets and project documentation.
• Respond to telephone, email, supplier and contractor enquiries.
• Arrange meetings and maintain action lists.
• Support projects from planning through to completion.
• Carry out other administrative duties as needed.

Skills

Microsoft Excel

Microsoft Word

Microsoft Outlook

Organisational skills

Scheduling

Attention to detail

Deadline management

Communication skills

Education

Business/management/accounting or office administration qualification

Experience with ROS or similar online financial systems

Tools

ROS

Purchase orders

Supplier accounts

Subcontractor administration

Payroll support software

Job description

Windmill Construction Company in Mallow, Co. Cork, seeks a Construction & Administration Coordinator to support day-to-day admin of our construction and mobile maintenance operations.

The role covers RCT and VAT administration, payroll support, procurement, workforce scheduling, and financial record-keeping. You will work with management, subcontractors and suppliers to ensure projects are coordinated, costs tracked, and reporting maintained.