Project Coordinator

Abbeyfield Reception & Orientation Centre; Cork; Hybrid; EUR 23,000 - 28,000; Part time

Benefits offered by this job

Company phone

Company laptop

Company fuel card for site visits

On-site parking

Job summary

Abbeyfield Reception & Orientation Centre is seeking a part-time Project Coordinator to manage day-to-day administration and coordination, act as the main contact for suppliers and customers, and maintain accounts and HR records.

You will provide the management team with regular reporting on financial and operational performance, while supporting procurement, stock control and health and safety documentation.

Qualifications

• Proficiency in Xero accounting software.
• Proficiency in Microsoft 365, in particular Excel.
• Proficiency in using an HR system for leave, absence and employee records.
• Self-led, with the ability to manage their own workload and work independently with minimal supervision.
• Strong organisational skills and attention to detail.

Responsibilities

• Coordinate the scheduling of works and support project delivery with the operational team.
• Track project progress, deadlines and job completion, and flag issues early to management.
• Attend sites as required to assist with delivery and oversight.
• Identify and track new work opportunities, including tenders and pricing.
• Prepare tender submissions and quotations with supporting documentation and deadlines.
• Oversee company accounts on Xero, including invoicing and reconciliations.
• Support supplier management, quotes, deliveries and credit control.
• Maintain customer records and manage scheduling of services and renewals.
• Prepare fortnightly management reports on financial and operational performance.

Skills

Organisation

Communication

Time management

Attention to detail

Tools

Xero

Microsoft 365 (Excel)

HR system

Job description

Role Purpose

This is a varied, part-time role at the centre of the business. The Project Coordinator will oversee day-to-day administration and coordination, act as the key point of contact for suppliers and customers, maintain the company's accounts and HR records, and provide the management team with clear, regular reporting on financial and operational performance.

Key Responsibilities

Project Coordination

• Coordinate the scheduling of installation and maintenance works in conjunction with the operational team.
• Track project progress, deadlines and job completion, and flag issues to management at an early stage.
• Attend sites where required to support project delivery and oversight.

Procurement of Work and Tendering

• Identify and track new work opportunities, including public and private sector tenders.
• Assist with the preparation of tender submissions and quotations, including gathering pricing, compiling documentation and ensuring deadlines are met.

Accounts and Financial Administration

• Oversee the company accounts on Xero, including invoicing, purchase ledger, receivables and payables.
• Carry out bank reconciliations and monitor cash flow.
• Manage credit control, including monitoring outstanding debtors, issuing statements and following up on overdue customer accounts.
• Liaise with the company's external accountants as required.

Supplier and Provider Management

• Act as the main point of contact for suppliers and service providers, including electrical wholesalers, sourcing quotes, placing orders and managing deliveries.
• Manage credit accounts with electrical wholesalers and other providers, including credit limits, payment terms, statement reconciliation and timely payment.
• Maintain supplier pricing records and review terms to ensure value for the business.

Customer Management

• Act as the main point of contact for customers, handling enquiries, quotations and scheduling.
• Administer maintenance contracts, including renewals, service schedules and customer records.
• Ensure a professional, responsive standard of customer service at all times.

Fleet Management

• Manage the company vehicle fleet, including servicing schedules, CVRT, motor tax and insurance renewals.
• Administer fuel cards and monitor fuel usage and vehicle running costs.
• Maintain vehicle records and coordinate repairs, breakdowns and replacements as required.

Stock Control

• Carry out regular stock takes and maintain accurate stock records.
• Monitor stock levels and reorder materials as required.

Health and Safety Document Control

• Maintain and control health and safety documentation, including safety statements, risk assessments, method statements, and staff training and certification records.
• Full training will be provided to support this element of the role.

HR Administration

• Maintain employee records on the company's HR system.
• Record and manage annual leave, sick days and other absences for team members.

Management Reporting

• Prepare fortnightly reports for review by the management team covering:
• Financial performance of the company;
• Stock taking and stock position; and
• Performance of operational staff.

Candidate Requirements

Essential

• Proficiency in Xero accounting software.
• Proficiency in Microsoft 365, in particular Excel.
• Proficiency in using an HR system for leave, absence and employee records.
• Self-led, with the ability to manage their own workload and work independently with minimal supervision.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication skills, with confidence dealing with customers and suppliers.
• Ability to prepare clear, accurate management reports.
• Full clean driving licence, as site visits will be required.

Desirable

• Previous experience in the electrical, construction or trades sector.
• Previous experience in a project coordination, accounts or office management role.
• Experience in credit control and managing trade supplier accounts.
• Experience administering a commercial vehicle fleet.
• Experience assisting with tender preparation.

What We Offer

• Salary of €25,000 per annum for circa 20 hours per week.
• Flexible working, with the option to work remotely.
• Company phone and laptop.
• Company fuel card for site visits.
• Training in health and safety document control.

Pay: €1.00-€25,000.00 per year

Benefits:

• Employee assistance program
• On-site parking

Work Location: In person