Junior Document Controller/Tender Administrator

Ward-and-Burke-Construction-Ltd; Galway; On-site; EUR 27,000 - 38,000; Full time

Job summary

Ward & Burke Construction Ltd. seeks a Junior Document Controller / Tender Administrator to join our Pre-Contract Team at our Kilcolgan head office, Co. Galway.

You will support the management and control of documentation and assist with bids for major civil engineering and infrastructure projects. You will work with commercial and technical colleagues to ensure documents are accurate, up-to-date and professionally presented, and help ensure tender submissions meet client requirements, QA

Qualifications

• Third-level qualification desirable but not essential.
• At least one year’s experience in office administration, document control or tender administration.
• Good knowledge of Microsoft Office and formatting professional documents.
• Familiarity with document management systems or procurement portals is advantageous.

Responsibilities

• Register, organise and control incoming and outgoing tender documents and correspondence within the company’s Common Data Environment (CDE).
• Maintain document registers, file naming and revision control; distribute current documents and retain auditable records.
• Assist with preparation, formatting, proofreading and compilation of tender submissions, ensuring completeness and alignment with client instructions.
• Maintain and update project reference sheets, staff CVs, case studies, policies and company information libraries for submissions.
• Track tender deadlines, flag delays, and support the upload of submissions to procurement portals with receipts and final records.
• Contribute to improvements in document control procedures, templates, and content libraries.

Skills

Strong organisational skills

Attention to detail

Written and verbal communication

Education

Third-level qualification in Business Administration / Office Administration / Engineering or related

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Job Type: Full-time, permanent

Job Code: IRE_HO_TA_205

Salary: Negotiable, depending on experience

The Opportunity

Ward & Burke is seeking a Junior Document Controller / Tender Administrator to join our Pre-Contract Team at our Head Office in Kilcolgan, Co. Galway.

You will support the management and control of documentation and assist with the preparation, coordination and submission of bids and proposals for major civil engineering and infrastructure projects.

Working closely with commercial and technical colleagues, you will help ensure documents are accurate, up to date, readily accessible and professionally presented. You will also help ensure tender submissions meet client requirements, internal quality assurance procedures and submission deadlines.

The role provides an opportunity to support projects across water, wastewater, utilities, marine and civil infrastructure throughout Ireland and the UK.

Key Responsibilities

• Register, organise and control incoming and outgoing tender documents and correspondence within the company’s Common Data Environment (CDE), including information exchanged with clients through eTenders and other online procurement platforms.
• Maintain document registers, file naming and revision control in line with the company’s Quality Assurance System. Distribute current documents, addenda and clarifications to relevant colleagues and retain an auditable record of issued and submitted information.
• Assist with the preparation, formatting, proofreading and compilation of tender and prequalification submissions, checking completeness, consistency and presentation against client instructions.
• Maintain and update project reference sheets, staff CVs, case studies, policies and company information libraries, ensuring approved, current information is available for submissions.
• Track tender deadlines and outstanding information, flagging potential delays to the Pre-Contract Team. Support the upload of approved submissions to procurement portals and client systems, retaining submission receipts and final records.
• Contribute to improvements in document control procedures, templates and content libraries.

What We’re Looking For

• A third-level qualification in Business Administration, Office Administration, Engineering, Science or a related discipline is desirable but not essential.
• At least one year’s experience in office administration, document control, tender administration or a similar support role.
• Good working knowledge of Microsoft Office, particularly Word, Excel, PowerPoint and Outlook, with the ability to accurately format and compile professional documents.
• Strong organisational, written and verbal communication skills, with excellent attention to detail and the ability to prioritise tasks, coordinate information and manage multiple deadlines.
• Familiarity with document management systems, procurement portals or electronic tender submission platforms is advantageous but not essential, as training can be provided.
• Previous experience in an engineering, construction, or professional services environment, with a methodical approach to handling technical and commercial documentation.

What Ward & Burke Can Offer

• A competitive salary and benefits package.
• The opportunity to work in a fast-paced environment supporting a wide range of infrastructure projects.
• Training and support for professional development.
• A collaborative and supportive working environment with opportunities for long-term career progression.
• Access to an on-site gym.

Please note that visa sponsorship is not provided for this position.

Ward & Burke
Stradbally East, Kilcolgan, Co. Galway,
H91 W279

Ward & Burke
Railway Road, Charleville, Co. Cork,
P56 HE19

Ward & Burke Microtunnelling Limited
2410 Meadowpine Blvd,
Suite #101, Mississauga, ON L5N 6S2