Database Implementation & Administration Coordinator

Collen Construction; Dublin; On-site; EUR 32,000 - 46,000; Full time

Job summary

Collen Construction is seeking a highly organised, proactive administrator to join the Preconstruction team on a 12-month fixed-term contract. You will support the implementation, administration and rollout of a new company database while providing general administrative support to the Group Preconstruction Director and the wider team.

This role requires excellent organisational skills, attention to detail, and strong communication.

Qualifications

• Excellent organisational and administration skills.
• Strong communication and interpersonal abilities.
• Experience supporting the implementation of a database or CRM platform.
• Experience in data administration and record management.
• Experience providing user support or training.
• Experience working in construction, engineering, or project-based environment.

Responsibilities

• Assist with the implementation and rollout of the new company database.
• Support data collection, cleansing, validation, and migration activities.
• Maintain accurate and up-to-date database records and monitor data quality.
• Produce reports and management information from the database.
• Prepare user guides, procedures, and training documentation.
• Provide first-line support to users and resolve routine database queries.
• Identify and support practical process improvements.
• Promote user adoption and best-practice use of the database.
• Coordinate meetings, agendas, minutes, and action trackers.
• Liaise with internal departments and external stakeholders as required.
• Assist with diary management and scheduling activities.

Skills

Organisational skills

Administration

Communication

Multitasking

Problem solving

Independent & team work

Database implementation experience

Data administration & record keeping

User training & support

Construction/Project environment

Tools

Microsoft 365

SharePoint

Teams

Outlook

Excel

Word

PowerPoint

Job description

We are seeking a highly organised, proactive, and people-focused individual to join our Preconstruction team on a 12-month fixed-term contract. The successful candidate will support the implementation, administration, and rollout of a new company database while also providing general administrative support to the Group Preconstruction Director and the wider Preconstruction team. This is an excellent opportunity for an enthusiastic individual who enjoys working with people, coordinating multiple activities, and ensuring information is managed efficiently. The role will be central to the successful adoption of the new database and to the effective day-to-day operation of a busy department. Strong organisational skills, attention to detail, excellent communication abilities, and proficiency in Microsoft 365 are essential.

This role offers an excellent opportunity to gain experience in systems implementation, stakeholder engagement, and business administration while working directly with the Group Preconstruction Director and supporting a key business improvement initiative. The successful candidate will play an important role in ensuring the efficient operation of the Preconstruction function and the successful implementation of the new company database.

Key Responsibilities:

Database Implementation & Administration

• Assist with the implementation and rollout of the new company database.
• Support data collection, cleansing, validation, and migration activities.
• Maintain accurate and up-to-date database records and monitor data quality and integrity.
• Assist with system testing and user acceptance testing (UAT).
• Manage user access and permissions as required.
• Produce reports and management information from the database.
• Prepare user guides, procedures, and training documentation.
• Provide first-line support to users and resolve routine database queries.
• Identify and support practical process improvements.
• Promote user adoption and best-practice use of the database.

Stakeholder Engagement & Training

• Act as a key point of contact for database users across the business.
• Build and maintain positive working relationships with internal stakeholders.
• Support and coordinate user training sessions.
• Assist with change communications and user engagement activities.
• Gather feedback and support continuous improvement initiatives.
• Encourage effective and consistent use of the database.

General Office Administration

• Provide administrative support to the Group Preconstruction Director and the wider Preconstruction team.
• Coordinate meetings, prepare agendas, record minutes, and maintain action trackers.
• Assist with the preparation, formatting, and distribution of reports, presentations, tender documents, and business correspondence.
• Maintain departmental filing systems, electronic records, and document registers.
• Organise documentation in accordance with company procedures.
• Arrange internal meetings, workshops, and training events.
• Liaise with internal departments and external stakeholders as required.
• Assist with diary management and scheduling activities.
• Support the efficient day-to-day operation of the Preconstruction department.
• Undertake other reasonable administrative duties as required.

Skills & Experience

• Excellent organisational and administration skills.
• Strong communication and interpersonal abilities.
• Confident engaging with people at all levels of the organisation.
• Proficiency in Microsoft 365, including Outlook, Excel, Word, PowerPoint, Teams, and SharePoint.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong problem-solving and coordination skills.
• A professional, positive, and service-focused approach.
• Ability to work independently and as part of a team.
• Previous experience supporting the implementation of a database or CRM platform.
• Experience in data administration and record management.
• Experience providing user support or training.
• Experience working within a construction, engineering, or project-based environment.

Personal Attributes

• Highly organised and methodical.
• Outgoing, approachable, and confident.
• A strong communicator with excellent people skills.
• Proactive and capable of using initiative.
• Reliable, professional, and discreet when handling confidential information.
• Adaptable and comfortable working in a fast-paced environment.
• A positive team player with a can-do attitude.
• Committed to delivering a high standard of work.

Success Measures

• Effective support of the database implementation programme.
• High levels of data accuracy and system integrity.
• Positive engagement with and adoption of the new system across the business.
• Efficient administration and document management.
• Timely delivery of training, reporting, and support activities.
• Strong organisational support for the Preconstruction team.
• Continuous improvement of processes and the user experience.

Collen is committed to providing an inclusive recruitment and onboarding experience. If you require any reasonable accommodation or support at any stage of the recruitment process or upon joining the company, please let us know and we will work with you to meet your needs.