Office Administrator

Jones Engineering; Carlow; On-site; EUR 32,000 - 40,000; Full time

Job summary

Jones Engineering in Ireland is seeking an organized Office & Administrative Coordinator on a 9-month maternity contract to support site operations, procurement, and HR admin for our Bagenalstown facility. You will handle SAP requisitions and goods receipting, manage office supplies, coordinate catering, onboarding, and timekeeping, and ensure compliance through Dulann and JMF platforms.

The role offers a chance to contribute to a growing engineering contractor with CPD opportunities and a

Qualifications

• Experience using SAP for requisitions and goods receipting.
• Proficiency with document management systems (JMF, Dulann).
• Strong skills in Microsoft PowerPoint and graphic editing.

Responsibilities

• Office management and site operations, including repairs and maintenance coordination.
• Procurement: manage supplies, PPE, catering, and fuel; raise requisitions in SAP.
• HR administration and onboarding: onboarding cycles, workspace setup, access provisioning.
• Compliance, reporting and data management: manage inductions, waste reports, and DOCs.
• System proficiency: utilize SAP, JMF, Dulann, and MS Office; communicate with staff and contractors.

Tools

SAP

Dulann

JMF

Microsoft Office Suite

PowerPoint

Job description

Role : Office & Administrative Coordinator (Manufacturing Support)

Location: Onsite – Bagenalstown, Co. Carlow.

Duration: 9 months. Potential for Full time position thereafter.

Company Description

We are a leading engineering services company with a proven track record of high quality, customer focused project delivery for over 130 years. Our core divisions include Mechanical Engineering, Electrical Engineering, Sprinkler and Fire Protection. Some of the other services we provide include Waste to Energy (BioEnergy), Specialist Lift, Off Site Fabrication, Technical Support Services, Maintenance, Asset Management, BIM (Building Information Modelling) and Geo-Surveying. We offer competitive salaries, financial support for further training, Continuous Professional Development (CPD) leading to chartered status, performance incentives and the ability to progress your career with a world class engineering contractor.

Job Description

We are seeking a highly organized, versatile, and proactive Office & Administrative Coordinator on a maternity contract to support the daily operational, procurement, and HR administrative functions of our facility. The ideal candidate will be responsible for the seamless execution of site management, compliance documentation, and procurement processes, serving as the central point of contact for staff, subcontractors, and management.

Your responsibilities will include:

Key Responsibilities

1. Office Management & Site Operations

• Facility Oversight: Manage daily office maintenance, including coordinating repairs for equipment such as printers and plotters.
• Supply Chain Management: Manage office supplies and coffee inventory; order and maintain stock of PPE and site vehicle fuel.
• Operational Support: Coordinate catering for meetings and events, manage documents and handle floor printing requests.
• Event Coordination: Plan and execute company events (e.g., holiday celebrations) and general event organization.
• Requisition Management: Utilize SAP to raise requisitions and perform goods receipting to support departmental operations.
• Purchasing: Source and order essential supplies, fuel, and catering, ensuring cost-effectiveness and timely delivery.

3. HR Administration & Onboarding

• New Hire Process: Manage the full onboarding cycle, including preparing welcome packs, drafting welcome letters, and setting up new workspaces.
• Access & Security: Provision access cards, register new staff on the clocking system, and update car registration details.
• Time & Attendance: Monitor and extract staff hours from the clocking system for payroll/reporting purposes.

4. Compliance, Reporting & Data Management

• Safety & Compliance: Use the Dulann platform to manage subcontractor induction processes and approve uploaded certifications.
• Reporting: Manage waste report logs via JMF; generate reports and maintain the Management Executive (Man Ex) board.
• Documentation: Create and edit professional-grade quality documents and graphics. Develop high-quality PowerPoint presentations as required.
• Miscellaneous: Manage award applications and handle other ad-hoc administrative requests from management.
• System Proficiency: Strong experience with SAP (requisitions/receipting), document management systems (e.g., JMF, Dulann), and the Microsoft Office Suite (advanced PowerPoint and graphic editing).
• Multitasking: Ability to prioritize a high volume of varied tasks in a fast-paced environment without sacrificing attention to detail.
• Communication: Exceptional verbal and written communication skills; comfortable interacting with a diverse range of staff, contractors, and visitors.
• Initiative: Ability to work independently, troubleshoot office issues, and identify process improvements.

We offer a competitive salary package commensurate with experience and qualifications. In addition, you will have the opportunity to work in a dynamic and supportive environment, collaborating with industry leaders and contributing to a sustainable future. Our company values work-life balance and encourages professional growth through training and development programs.

We are an equal opportunities employer, and we encourage candidates from all backgrounds to apply for roles.