Facilities Administrator

Collins McNicholas Recruitment & HR Services Group; Kilkenny; On-site; EUR 32,000 - 42,000; Full time

Job summary

Collins McNicholas Recruitment & HR Services Group is seeking a qualified Facilities Administrator in Kilkenny for a 12-month maternity cover contract. The role focuses on day-to-day admin for the Facilities team, supporting procurement, contractor liaison and documentation management to ensure safe, compliant site operations.

The successful candidate will be highly organised, detail-oriented and comfortable working with internal teams, contractors and service providers in a busy environment.

Qualifications

• Experience in facilities administration or office administration.
• Strong organisational skills with attention to detail.
• Experience working with contractors, suppliers or external service providers.
• Proven IT skills with SAP, Microsoft Office and Excel.
• Experience managing documentation, records and compliance information.
• Ability to manage multiple tasks and priorities; strong communication.

Responsibilities

• Provide day-to-day administrative support to the Facilities team and maintain records.
• Act as a SAP super user for purchase orders and support procurement processes.
• Manage administrative activities for the EHS Velocity contractor management system.
• Oversee contractor credentials, vendor information and compliance documentation.
• Support the Integrated Facilities Management service provider and site projects.
• Assist with budgeting, procurement, contractor liaison and documentation management.
• Maintain accurate records and liaise with internal stakeholders and external providers.
• Coordinate administration-based projects as Project Coordinator.
• Provide general admin support to ensure smooth site operations.

Skills

Facilities administration

Office administration

Procurement coordination

Documentation management

Budgeting

Multi-tasking

Communication

Project coordination

Contractor liaison

Tools

SAP

Microsoft Office

Excel

Job description

Contract: Maternity Cover Contract - 12 months

Hours: Full-time, Monday to Friday

We are currently recruiting for a Facilities Administrator on behalf of a well-established organisation based in Kilkenny.

This is an excellent opportunity for an experienced administrator to join a busy Facilities team, providing essential administrative and coordination support across the site. The role will suit someone who is highly organised, detail-oriented and confident working with internal teams, contractors and service providers.

The Role

As Facilities Administrator, you will provide day-to-day administrative support to the Facilities function, helping to ensure the site operates safely, efficiently and in compliance with relevant requirements.

You will work closely with the Facilities Supervisor and wider team, supporting the management of facilities services, contractors, procurement, documentation and various site projects.

Key Responsibilities

• Provide day-to-day administrative support to the Facilities team, including arranging team meetings and maintaining relevant records and documentation.
• Act as a SAP super user for purchase orders (POs), supporting the team with procurement and purchasing processes.
• Manage administrative activities associated with the EHS Velocity contractor management system.
• Manage contractor credentials, vendor information and certification compliance, including insurance documentation, permits, RAMS and other required documentation.
• Support the Facilities Supervisor in managing the Integrated Facilities Management (IFM) service provider.
• Assist in ensuring the provision of safe, compliant and efficient facilities services across areas including cleaning, security, landscaping, waste management and catering.
• Provide administrative support to ensure the smooth day-to-day operation of the site's building infrastructure.
• Assist with budgeting, procurement, contractor liaison and documentation management.
• Maintain accurate records and ensure relevant documentation is kept up to date.
• Liaise with internal stakeholders, contractors and external service providers as required.
• Support the Facilities team with general administration and coordination activities.
• Act as Project Coordinator for administration-based projects, helping to coordinate timelines, actions, documentation and communication.
• Support the team with other facilities-related administrative duties as required.

About You

The ideal candidate will be an experienced administrator who is organised, proactive and comfortable working in a busy environment.

You will ideally have:

• Previous experience in facilities administration, office administration, site administration or a similar role.
• Excellent organisational and administrative skills with strong attention to detail.
• Experience working with contractors, suppliers or external service providers would be an advantage.
• Strong IT skills and confidence working with systems such as SAP, Microsoft Office and Excel.
• Experience managing documentation, records and compliance information.
• The ability to manage multiple tasks and competing priorities effectively.Strong communication and interpersonal skills.
• A professional and approachable manner when dealing with colleagues, contractors and suppliers.
• The ability to work independently while also contributing effectively as part of a wider team.
• A proactive approach with the ability to identify and follow up on outstanding actions.

For a confidential discussion and more information on the role, please contact Jessica Kennedy.