Project Administrator (Consortium Support) - New Solutions - Fixed-Term, ending 14 December 2028

Rethink Ireland Limited; Cork, Galway, Dublin; Hybrid; EUR 32,000 - 39,000; Full time

Benefits offered by this job

23 days annual leave

Employer pension contribution

Job summary

Rethink Ireland is seeking a Project Administrator to support the New Solutions Programme, providing administrative and coordination support across a five-partner consortium. The role is hybrid with travel within Ireland and reports to the Project Manager.

The successful candidate will handle routine project systems, documentation, scheduling and communications in a fast-paced environment, ensuring audit-ready records and timely escalation when needed.

Qualifications

• At least 3 years of proven administrative, project support, or operations experience in a busy multi-stakeholder environment.
• Experience managing varied workloads independently and progressing routine matters without constant direction.
• Experience with financial documentation, payment preparation and liaising with finance colleagues.
• Experience maintaining accurate records across multiple systems.
• Experience working with internal and external stakeholders and following up actions, deadlines and documentation.

Responsibilities

• Project Administration & Delivery Support: track milestones, identify delays, ensure tasks progress across the consortium.
• Logistics & Scheduling: manage complex scheduling for consortium, steering committees and authority engagements.
• Meeting Management: take precise minutes, distil actions, follow up and escalate overdue items.
• Communications: manage central project inbox and Slack channels, route queries.

Skills

Autonomous Working

Organisation & Prioritisation

Attention to Detail

Systems Expertise

Project & CRM Tools

Stakeholder Management

Problem Solving

Collaboration

Tools

Asana

Salesforce

MS 365

Slack

Job description

Rethink Ireland is recruiting a Project Administrator to support the delivery of the New Solutions Programme.

The successful candidate will be employed by Rethink Ireland and will provide administrative and coordination support to the New Solutions Programme.

Contract Type: Fixed-Term, ending 14 December 2028, linked to the New Solutions

Salary: €35,000 per annum

Benefits: 23 days Annual Leave and employer pension contribution

Working Model: Hybrid, with the opportunity to work from home and avail of flexible working arrangements

Location: Dublin / Cork / Galway / Hybrid with some travel within Ireland

Reports To: Project Manager

Role Overview

We are seeking an experienced, autonomous, and highly detail-oriented Project Administrator to support the day-to-day delivery of a complex five partner consortium project.

The successful candidate will be comfortable managing a busy workload independently in a fast paced environment, progressing routine matters without constant direction and maintaining a consistently high standard of accuracy across project systems, documentation, scheduling and administrative processes. They will use sound judgment to identify when issues should be escalated to the Project Manager.

Key Responsibilities

1. Project Administration & Delivery Support

• Delivery Support: Work closely with the Project Manager to track project milestones, proactively identifying potential delays and ensuring tasks progress as planned across the consortium.
• Logistics & Scheduling: Independently manage complex scheduling for the consortium, steering committees, and authority engagements.
• Meeting Management: Attend project meetings to take precise minutes, distil key action items, and follow up agreed actions with stakeholders and escalate overdue unresolved matters where appropriate.
• Communications: Manage the central project email inbox and Slack channels, resolving routine queries and routing complex issues accurately.

2. Systems Administration & Data Management (Asana, Salesforce, MS 365, & Slack)

• Slack: Act as the central point of contact within the dedicated five partner consortium workspace, ensuring seamless daily collaboration between all partner organisations.
• Asana & MS 365: Maintain project boards and file management (SharePoint/Teams), applying agreed naming conventions, adjusting deadlines, and ensuring all documentation is ‘audit-ready’.
• Salesforce: Maintain accurate, clean, and up-to-date records for the consortium, independently running standard reports as needed.
• Systems Triage: Serve as the first-line support for consortium partners experiencing issues navigating the shared project systems.

3. Financial Administration & Core Team Support

• Finance Lead Support: Assist the Finance Lead in their responsibility for rigorous financial compliance across the project.
• Document Collection & Initial Checks: Assist the Finance Lead where required by gathering financial paperwork from the five consortium partners and conducting initial checks for completeness before passing documents on for formal compliance review.
• Payment Setup: Accurately prepare and set up scheduled payments to consortium members on the banking or financial system, ready for final review and authorisation by the Project Manager and Finance Lead.
• Data Tracking: Maintain robust Excel tracking spreadsheets (where required) and Salesforce dashboards (where required) to assist the finance team with ongoing budget monitoring.

4. Document Control & Reporting Support

• Reporting Support: Assist the Project Manager with extracting data and task updates from Asana and Salesforce to draft foundational elements for monthly and quarterly reports.
• Deadline & Documentation follow up: Monitor agreed submission deadlines and follow up consortium partners for routine updates and outstanding documentation.

5. CRM & Grantee Support

• Case Management Assistance: Support the team of 3 Case Managers with data entry, profile updates, and reporting within Salesforce.
• Grantee Point of Contact: Serve as a reliable, professional administrative contact for the network of approximately 50 grantees, assisting them with routine queries regarding document submission and Salesforce grant portal navigation.
  

Experience & Knowledge

• At least 3 years of proven experience in an administrative, project support, or operations , ideally gained in a busy, fast-paced and multi-stakeholder, public sector, or grant-funded environment.
• Demonstrated experience managing a varied workload independently, prioritising competing demands and progressing routine matters without constant direction.
• Experience supporting administrative processes involving financial documentation, payment preparation and liaison with finance colleagues.
• Experience maintaining accurate records, documentation and data across multiple systems.
  
• Experience working with internal and external stakeholders and following up actions, deadlines and documentation.

Skills & Competencies

• Autonomous Working: Able to organise and progress a busy workload independently, use sound judgement in routine matters and recognise when issues should be escalated.
• Organisation & Prioritisation: Able to manage multiple priorities and competing deadlines in a fast-paced environment while maintaining a consistently high standard of accuracy.
• Attention to Detail: Meticulous and accurate in data entry, document control, financial administration and digital filing, with a strong focus on maintaining complete and audit-ready records.
• Systems Expertise: Highly proficient in Microsoft 365 (Word, Excel, PowerPoint, Teams, SharePoint) and comfortable working across cloud based systems and communication platforms such as Slack.
• Project & CRM Tools: Demonstrable hands-on experience with Asana (or similar task management software) and Salesforce (or similar CRMs).
• Stakeholder Management: Clear, diplomatic and professional communication skills, with the confidence to follow up with senior external partners for information, documentation and agreed actions.
• Problem Solving: Practical and solutions-focused, with the ability to identify issues early, resolve routine matters and elevate appropriately.
• Collaboration: Able to work effectively as part of a wider project team while taking responsibility for progressing their own work independently.
  

Our Values

1. We work with our hearts and our heads – we value compassion, passion and fun.
2. We take smart risks and we allow permission to fail because we know that innovation and risk are two sides of the same coin.
3. We believe that social change is a team sport. We build trusted relationships, and we choose to collaborate to achieve our goals.
4. We are curious and hunger to learn.
5. We value bold ideas and bold leadership, and we develop remarkable people.

We are an equal opportunity employer and we strongly believe that diversity and inclusion equate to success. The work we do is underpinned by respect, equality, inclusion & diversity.

In line with Ireland’s Equality Legislation we actively oppose discrimination on the following 9 grounds:

1. Gender.
2. Civil status: single, married, divorced, etc.
3. Family status: if you're the parent or person responsible for a child over 18, or if you're the main carer or parent of a person with a disability.
4. Sexual orientation.
5. Religion.
6. Age.
7. Disability.
8. Race.
9. Traveller community.

We also actively oppose discrimination on the grounds of socio-economic disadvantage, and we particularly welcome applications from people from underrepresented backgrounds, including lone parents, members of the Traveller community, people with disabilities and those experiencing socio-economic disadvantage.

New Solutions is co-funded by the Government of Ireland and the European Union