Service Administrator, Kinnegad

Leinster Appointments; Dublin; On-site; EUR 26,000 - 38,000; Full time

Job summary

Leinster Appointments is seeking a permanent, full-time Service Administrator in Kinnegad to coordinate planned and reactive maintenance activities from a fully office-based setting.

The role requires strong planning, attention to detail and knowledge of PSCS/PSDS; Procore and Workpal are desirable. You will manage maintenance reports, client quotations, subcontractor follow-ups, RAMS, and project documentation, while supporting Project Managers.

Qualifications

• 3+ years’ experience in construction and/or a services helpdesk environment.
• Strong planning and organisational skills with the ability to prioritise tasks.
• Experience with PSCS and PSDS requirements essential.
• Knowledge of Procore and Workpal desirable.
• Strong communication and follow-up skills with clients and teams.
• Strong attention to detail and accurate records.
• Ability to work efficiently in a growing business environment.
• Good understanding of health and safety procedures and documentation requirements.

Responsibilities

• Schedule and coordinate planned and reactive maintenance activities.
• Review maintenance reports and follow up on recommendations; seek clarification from the relevant team.
• Prepare and issue quotations, follow up, organise resources, and notify Finance for invoicing.
• Review subcontractor reports and issue to clients; follow up on recommendations.
• Order filters, parts, and materials needed to complete works.
• Obtain site/client approvals and permits for required works.
• Communicate labour requirements to the labour scheduler.
• Maintain records of all PPM events on the company network.
• Record RAMS and obtain RAMS from subcontractors for permits.
• Assist Project Managers with site documentation (O&M manuals, site files).
• Ensure health and safety procedures are followed and paperwork filed correctly.
• Carry out general office administration and adapt duties as needed.

Skills

Planning & organisational skills

Client liaison

PSCS and PSDS awareness

Procore

Workpal

Communication & follow-up

Attention to detail

Health & safety procedures

Tools

Procore

Workpal

Job description

Leinster Appointments is currently recruiting for a permanent, full time Service Administrator in Kinnegad. Permanent full time role.

Fully office based

• Schedule and coordinate planned and reactive maintenance activities.
• Review maintenance reports and follow up on recommendations; seek clarification from the relevant team where required.
• Follow up on recommendations with clients, prepare and issue quotations, follow up on quotations, organise resources, ensure completion, and notify Finance for invoicing.
• Review subcontractor reports, edit and issue them to clients, and follow up on any recommendations.
• Order filters, parts, and other materials required to complete works.
• Obtain the necessary site and/or client approvals and permits for required works.
• Communicate all labour requirements to the labour scheduler.
• Maintain accurate and up-to-date records of all Planned Preventative Maintenance (PPM) events on the company network, including adding new clients and works as required.
• Record Risk Assessments and Method Statements (RAMS) as provided by technicians before works commence.
• Obtain RAMS from subcontractors for submission with permit requests and ensure documentation is accurate and compliant.
• Assist Project Managers with site-related documentation, including O&M manuals and site files.
• Ensure all health and safety procedures are followed and that all relevant paperwork is completed and filed correctly.
• Carry out general office administration duties as required.
• Adapt duties and responsibilities as required to meet the changing demands of the business.

The Person

• 3+ years’ experience working in construction and/or a services helpdesk environment, dealing with clients, subcontractors, and internal employees.
• Strong planning and organisational skills, with the ability to effectively prioritise tasks and maximise technician efficiency.
• Experience with PSCS and PSDS requirements essential.
• Knowledge of Procore and Workpal desirable.
• Strong communication and follow-up skills, with the ability to liaise effectively with clients, subcontractors, technicians, and internal teams.
• Strong attention to detail and the ability to ensure documentation and records are accurate and up to date.
• Ability to work efficiently in a growing and changing business environment.
• Good understanding of health and safety procedures and relevant documentation requirements.

Leinster Appointments is committed to providing a professional service where all CVs are kept confidential and will not be submitted to any third parties without candidate’s knowledge or consent.