Project Administrator

Hollybank Trustees Ltd; Cork; On-site; EUR 30,000 - 42,000; Full time

Benefits offered by this job

22 days annual leave

10 bank holidays

Employee assistance program

Job summary

Hollybank Trustees Ltd seeks a Project Administrator to support procurement, data entry, and document control at the Macroom Wastewater Plant, Cork. This on-site role covers duties from PRs to invoicing and site office management.

Ideal candidates will have project coordination experience in construction or utilities, strong organisational skills, and proficiency in SAP and Office tools. Perks include leave and employee support services.

Qualifications

• Proven experience in a project coordination or administrative support role, ideally within construction, utilities, engineering, or infrastructure sectors.
• Strong organisational and multitasking abilities, with excellent attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), SharePoint, and document control systems.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a multidisciplinary team.
• Ability to handle sensitive and confidential information appropriately.
• Experience supporting engineering or capital project teams in a regulated environment (e.g., water/wastewater, utilities).
• Familiarity with ITPs, RAMS, and project drawings.
• Basic understanding of health and safety practices in construction or industrial environments.
• Experience with facilities management and office contract coordination.
• Experience using SAP or similar ERP systems (training will be provided).

Responsibilities

• Support procurement activities by raising and tracking PRs using SAP and liaising with suppliers.
• Ensure accuracy of PO data with QS/Site Team prior to PR submission.
• Monitor approval workflow in SAP and follow up for pending approvals.
• Enter data and process procurement transactions (PRs, GRNs, invoices).
• Ensure uploading of delivery dockets by site team to the correct location on ACC.
• Flag and resolve invoice discrepancies (Blocked and Parked invoices).
• Maintain full document traceability (POs, GRNs, invoices).
• Track open POs/delivery delays and notify site team of issues.
• Support Accounts Payable in releasing vendor payments.
• Support process improvement initiatives and health and safety administration.
• Complete timesheets and daily allocation sheets.
• Provide admin support to project delivery teams.

Skills

Organisational skills

Multitasking

Communication

Teamwork

Tools

SAP

SharePoint

Microsoft Office

Document control systems

Job description

Location: On site / Sleveen East, Macroom, Co. Cork, Ireland
job type: Permanent / Full-time
Sector and subsector: Engineering | Administration
Salary: Negotiable salary

Role: Project Administrator

Location Base: Macroom Wastewater Treatment Plant, Macroom, Co.Cork

Main Duties and Responsibilities:

• Support procurement activities by raising and tracking purchase requisitions (PRs) using SAP and liaising with suppliers as needed.
• Ensure accuracy of PO data with QS/Site Team prior to PR submission. Essential to relieve issue on the end user side.
• Monitor approval workflow in SAP and follow up for pending approvals
• Enter data, process procurement transactions (purchase requisitions, goods receipts, invoices)
• Ensure uploading of all delivery dockets by site team to correct location on ACC.
• Flag and resolve invoice discrepancies (Blocked invoices)
• Flag and resolve invoice discrepancies (Parked invoices)
• Maintain full document traceability (POs, GRNs, invoices: Registers to be compiled and located on ACC)
• Track open PO’s/delivery delays and supplier performance. Notify site team of any issues in this regard.
• Support Accounts Payable in releasing vendor payments
• Support process improvement initiatives
• Download invoices for QS team as per required
• Provide administrative support to operational and site support teams including calendar coordination and meeting logistics.
• Handle confidential administrative tasks with discretion and professionalism.
• Filing and document control
• Drive continuous improvement by identifying opportunities for process optimisation and cost savings related to facilities and operations.
• Site Office Management
• Assist with quality documentation collation, uploading and reporting
• Assist with health and safety administration
• Complete timesheets and daily allocation sheets
• Provide administrative support to the project delivery teams

Knowledge, Skills and Experience:

· Proven experience in a project coordination or administrative support role, ideally within construction, utilities, engineering, or infrastructure sectors.

· Strong organisational and multitasking abilities, with excellent attention to detail.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), SharePoint, and document control systems.

· Strong written and verbal communication skills.

· Ability to work independently and as part of a multidisciplinary team.

· Ability to handle sensitive and confidential information appropriately.

· Previous experience supporting engineering or capital project teams in a regulated environment (e.g., water/wastewater, utilities).

· Familiarity with industry-specific documentation such as ITPs, RAMS, and project drawings.

· Basic understanding of health and safety practices in construction or industrial environments.

· Experience with facilities management and office contract coordination.

· Experience using SAP or similar enterprise resource planning (ERP) systems (training will be provided)

What we offer you:

• The opportunity to join an ambitious and growing organisation.

• The role can be Part-time (3 days per week) or full-time (5 days per week) Monday to Thursday 08.30am to 17.00pm and Friday 08.30am to 16.00pm.

• 22 days annual leave plus 10 bank holidays.

• Access to EAP – 24/7 365 days confidential employee counselling service, free to avail for employees and their families.