Facilities Administrator

Collins McNicholas Recruitment; Kilkenny; On-site; EUR 32,000 - 45,000; Full time

Job summary

Collins McNicholas Recruitment is recruiting for a Facilities Administrator in Kilkenny on a maternity cover contract. You will support day-to-day facilities administration, coordinate contractors and documentation, and drive compliance to keep the site running safely and efficiently.

The role requires strong IT skills (SAP, MS Office, Excel) and excellent organisational abilities, with the ability to manage multiple tasks in a busy environment and liaise with internal teams and external service

Qualifications

• Experience in facilities or site administration.
• Strong IT skills with SAP, MS Office and Excel.
• Ability to manage documentation, records and compliance information.
• Experience coordinating with contractors, suppliers or external service providers.

Responsibilities

• Provide day-to-day administrative support to the Facilities team and maintain records.
• Act as SAP super user for purchase orders and support procurement processes.
• Manage administrative activities for the EHS Velocity contractor management system.
• Maintain contractor credentials, vendor information and certification compliance.
• Support the Integrated Facilities Management (IFM) service provider management.
• Assist with budgeting, procurement, contractor liaison and documentation management.
• Ensure safe, compliant and efficient facilities services are delivered.
• Coordinate with internal stakeholders, contractors and external service providers.
• Provide project coordination for administration-based initiatives.
• Support general facilities administration and coordination tasks.

Skills

Facilities administration

Contractor liaison

Documentation management

Multitasking & prioritisation

Communication skills

Tools

SAP

Microsoft Office

Excel

Job description

Location: Kilkenny
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-establishedorganisation 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.