Mechanical Service & Maintenance Administrator

Hollybank Trustees Ltd; Dublin; On-site; EUR 32,000 - 42,000; Full time

Benefits offered by this job

Performance Related Bonus

Flexitime

Regular Staff Outings

Discounted Gym Membership

Employee Assistance Programme

Job summary

Quinn Downes Service & Maintenance (QDSM) is seeking a Mechanical Service & Maintenance Administrator in Dublin, Ireland. This full‑time, permanent role supports the service desk and engineers by updating and closing out work activities in the service system and providing back‑office support to Directors, Managers, Service Partners and Vendors.

The successful candidate will liaise with field engineers, edit and file work reports, check times and purchase orders, and ensure jobs are correctly

Qualifications

• 2+ years experience in a similar admin role.
• Strong PC skills including MS Outlook, MS Word, Excel & PDF converting.
• Experience in scheduling and purchasing.
• Strong organisational & communication skills.
• Flexible and can deal with change.
• Work under deadline pressures when required.
• Performance Related Bonus
• Flexitime
• Regular Staff Outings
• Discounted Gym Membership
• Employee Assistance Programme

Responsibilities

• Liaising with field engineers & subcontractors on a daily basis (phone & email).
• Editing the completed Work Reports submitted by the engineers.
• Check the times, hours, POs and Observations recorded by the engineers.
• Log the details of any Observations that shall require a quote.
• Attach relevant documents to their respective calls.
• Edit Work Reports sent in by the subcontractors and convert them to QDSM reports.
• Cost jobs after editing is complete and attach all relevant reports.
• Ops approve all works so that they are ready for invoicing.
• Ensure all engineers are logged onto the correct job in the correct form field every day and ensure that they log off correctly.

Skills

Admin experience

MS Outlook

MS Word

Excel

PDF converting

Scheduling

Purchasing

Organisational skills

Communication skills

Job description

Mechanical Service & Maintenance Administrator

Mechanical

Dublin, Ireland

Overview

Application

Mechanical Service & Maintenance Administrator

Date posted: September 08, 2026

Permanent

Full-time

Quinn Downes Service & Maintenance (QDSM) is one of the leading Irish owned companies specialising in the provision of complete Hard Services Maintenance & Facility Supports. We operate under the Quinn Downes Group which was established in 1999.

QDSM are recruiting for a Mechanical Service & Maintenance Administrator to join our team to support the service business, service engineers and our clients. The successful candidate will assist the Service Desk Team and Management in updating and closing out all work activities completed by the engineers through our service system. They will provide back-office support to the Directors, Managers, Service Team, Service Partners & Vendors.

Responsibilities

• Liaising with field engineers & subcontractors on a daily basis (phone & email).
• Editing the completed Work Reports submitted by the engineers.
• Check the times, hours, POs and Observations recorded by the engineers.
• Log the details of any Observations that shall require a quote.
• Attach relevant documents to their respective calls.
• Edit Work Reports sent in by the subcontractors and convert them to QDSM reports.
• Cost jobs after editing is complete and attach all relevant reports.
• Ops approve all works so that they are ready for invoicing.
• Ensure all engineers are logged onto the correct job in the correct form field every day and ensure that they log off correctly.

Desired Criteria

• 2+ years experience in a similar admin role.
• Strong PC skills including MS Outlook, MS Word, Excel & PDF converting.
• Experience in scheduling and purchasing.
• Strong organisational & communication skills.
• Flexible and can deal with change.
• Work under deadline pressures when required.
• Performance Related Bonus
• Flexitime
• Regular Staff Outings
• Discounted Gym Membership
• Employee Assistance Programme
• Working in a dynamic environment with exposure to different sectors & industries