Goods Received / Accounts Administrator

JJ Rhatigan & Company; Galway; On-site; EUR 28,000 - 36,000; Full time

Job summary

JJ Rhatigan & Company in Galway is seeking a Goods Received / Accounts Administrator to join our Finance team. This role ensures accurate three-way matching of goods received, purchase orders, and supplier invoices on multi-million-euro projects.

You will record receipts in our ERP, investigate discrepancies, and coordinate with suppliers and site teams to safeguard project costs. A strong attention to detail and procurement experience are essential.

Qualifications

• Experience in construction procurement, accounts payable, or materials administration.
• Strong understanding of purchase orders and goods received processes.
• Excellent attention to detail and analytical skills.
• Strong communication and negotiation skills with suppliers and site teams.

Responsibilities

• Record all goods received on site in the company ERP system and verify against purchase orders and delivery dockets.
• Match receipts to outstanding orders and investigate discrepancies (quantity variances, wrong/damaged items, missing deliveries).
• Engage with suppliers to resolve discrepancies and track credits for overcharges or shortages.
• Collaborate with site management, buyers, engineers and procurement to validate changes to orders.

Tools

COINS ERP

Job description

JJ Rhatigan & Company is one of Ireland’s leading Building Contractors, with operations throughout Ireland and the UK. We are currently recruiting for a Goods Received / Accounts Administrator to join our Finance team in Galway. This is a fantastic opportunity to join a prestigious main contractor and work with like-minded people on exciting multi-million-euro projects.

Objective(s):

This is a critical control role within the business, ensuring that materials received on site are accurately matched to purchase orders before invoices are approved for payment. The position plays a key role in preventing overpayments and resolving supplier discrepancies, supporting the three-way matching process between:

• Purchase Order
• Goods Received Note
• Supplier Invoice

Role Purpose

To accurately record and reconcile all goods and materials received on construction sites against approved purchase orders and delivery documentation. The role is responsible for identifying discrepancies, investigating variances, coordinating corrective actions with suppliers and internal stakeholders, and ensuring that only valid and properly authorised costs are processed for payment. The position serves as a key control point between procurement, site operations, suppliers, and finance, helping to safeguard project costs and maintain strong supplier relationships.

About This Role

Key Responsibilities

• Record all goods received on site in the company's ERP system.
• Verify deliveries against approved purchase orders and delivery dockets.
• Confirm quantities, descriptions, specifications and product codes match the original order.
• Ensure all goods received notes (GRNs) are accurately completed and recorded in a timely manner.
• Match materials received against outstanding purchase orders on an item-by-item basis.
• Investigate any discrepancies including:
• Quantity variances
• Incorrect materials supplied
• Missing items
• Duplicate deliveries
• Damaged or defective materials
• Maintain accurate records of outstanding discrepancies and resolution status.
• Engage directly with suppliers to resolve delivery discrepancies.
• Request and track credits where overcharges, shortages, or incorrect deliveries occur.
• Work closely with site management, buyers, engineers, quantity surveyors, and procurement personnel to resolve order-related issues.
• Liaise with the individual who raised the purchase order where amendments, corrections, or additional authorisations are required.
• Obtain supporting documentation and approvals to validate any changes to original purchase orders.

Skills & Experience

• Experience in construction procurement, accounts payable, or materials administration is desirable.
• Strong understanding of purchase order and goods received processes.
• Excellent attention to detail and analytical skills.
• Knowledge of COINS or similar ERP system is desirable.
• Experience investigating and resolving discrepancies.
• Strong communication and negotiation skills when dealing with suppliers and site teams.
• Ability to manage multiple priorities and work to deadlines.
• Ability to work independently while building effective relationships with commercial, operational and finance teams.