Construction & Administration Coordinator

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 Healthcare

Location: On site / Mallow, Co. Cork, Ireland
job type: Permanent / Full-time
Sector and subsector: Business Support | Office Management
Salary: Negotiable salary

Company: Windmill Construction Company

Location: Churchtown, Mallow, Co. Cork

Employment Type: Full-time, Permanent

Working Hours: Monday to Friday

Salary: Commensurate with qualifications and experience

About the Role

WCC is seeking a highly organised and experienced Construction & Administration Coordinator to support the day-to-day administration of our construction and mobile maintenance operations.

This is a varied role covering RCT and VAT administration, payroll support, procurement, workforce scheduling, financial record-keeping and general office administration. The successful candidate will work closely with management, employees, subcontractors and suppliers to ensure that projects and maintenance works are properly coordinated and supported.

The position will contribute to WCC’s centralised construction and mobile maintenance function, including maintenance scheduling, resource deployment, cost control, record-keeping and operational reporting.

Key Responsibilities

RCT, VAT and Financial Administration

• Prepare and process Relevant Contracts Tax documentation through ROS.
• Manage subcontractor payment notifications and maintain accurate RCT records.
• Assist with the preparation and submission of VAT returns.
• Process supplier and subcontractor invoices.
• Maintain accurate 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 appropriate supporting documentation for Revenue and audit purposes.

Procurement and Supplier Management

• 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 identifying cost-effective purchasing options.

Team and Project Scheduling

• Prepare and maintain work schedules for construction and mobile maintenance teams.
• Coordinate the allocation of employees and subcontractors across projects and work 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 the relevant employees and managers.
• Monitor the completion of scheduled works and follow up on outstanding items.

General Administration

• Provide general administrative support to the WCC management team.
• Maintain accurate electronic and paper filing systems.
• Prepare correspondence, reports, spreadsheets and project documentation.
• Respond professionally to telephone, email, supplier and contractor enquiries.
• Arrange meetings and maintain appropriate records and action lists.
• Support construction and maintenance projects from initial planning through to completion.
• Carry out other reasonable administrative duties consistent with the role.

Qualifications and Experience

• 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.

Personal Attributes

The successful candidate will be:

• Organised, dependable and capable of working on their own initiative.
• Comfortable managing several operational priorities simultaneously.
• Accurate and methodical when working with payroll and financial information.
• Confident communicating with employees, managers, suppliers and subcontractors.
• Proactive in identifying and resolving administrative issues.
• Commercially aware and mindful of costs.
• Discreet and professional when handling confidential information.
• Flexible and willing to support the developing needs of the company.

What WCC Offers

• A permanent, full-time position.
• Monday-to-Friday working hours.
• The opportunity to support the development of WCC’s construction and mobile maintenance function.
• Salary commensurate with qualifications and experience.

WCC is an equal opportunities employer.