Office Administrator

Egis; Michigan; On-site; USD 60,000 - 80,000; Full time

Job description

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About Us

About Egis

Egis is a leading global architectural, consulting, construction engineering, operations, and maintenance services firm. We create and operate intelligent infrastructure and buildings that both respond to the climate emergency and contribute to balanced, sustainable and resilient development.

Our 20,500 employees operate across over 100 countries, deploying their expertise to develop and deliver cutting-edge innovations and solutions for clients. From motorways to tramways, water and wastewater treatment to smart cities, clients choose us to help them solve their most complex challenges and to deliver climate responsible growth that meets the needs of communities, industry and the planet.

About Egis in Ireland

Egis has operated in Ireland since 1994 and is one of the largest multi-disciplinary consultancy, engineering, and operations firms in the country. Our services in Ireland span the full lifespan of infrastructure, from upstream feasibility studies through design, construction supervision, delivery and operations. Operating across the entire value chain of consulting, design and operation, Egis is the only group to understand infrastructure in its entirety. Our current activities in Ireland include operating the Dublin Tunnel and the Jack Lynch Tunnel in Cork, overseeing 470km of Ireland’s motorways and working on the design and delivery of major transport projects and mobility services.

With over 600 staff in Ireland across 16 offices nationwide, we are committed to enabling sustainable economic development and responding to the requirements of population growth while addressing climate change and reducing carbon emissions. In 2023 Egis acquired JB Barry & Partners, an engineering firm which has worked on major projects such as the Ringsend Wastewater Treatment Plant in Dublin and the N17/N18 Gort to Tuam PPP motorway scheme in Galway. The Egis engineering division is now almost 200 people strong across four offices in Dublin, Castlebar, Cork and Limerick..

Why join Egis?

Joining Egis means, above all, sharing our values as a people-first company, strongly committed to sustainability and innovation and determined to address today’s biggest challenges: fighting climate change, facilitating the digital transition and meeting the needs of growing populations.

In Ireland, Egis is delivering some of the most iconic projects, from motorways to tunnels, water and energy services, via rail to cyber, designing smart, green infrastructure, transport, and buildings, connecting people and creating a sustainable future for communities everywhere.

We are passionate about solving our clients’ most complex challenges by delivering climate-responsible growth that meets the needs of communities, industries and the planet.

About the Role

Egis Lagan Services undertake motorway maintenance and renewals on the TII’s motorway and high speed dual carriageway road network.
For more information on employment opportunities with the company, please refer to the recruitment page.

Purpose of the Role
To undertake the administration role for the maintenance team, to liaise with other administration personnel as required and to provide secretarial support to the senior staff.

Key Areas of Responsibility:

Office Administration:

• Operate the COINS System for purchase orders and GRN’s.
• Process invoices & liaison with accounts payable.
• Daily accurate logging of motorway incidents on internal and external systems and escalating to relevant departments. Manage this data entry to ensure KPI reporting.
• Control of staff timesheets and assist HR in compiling payroll data.
• Maintaining detailed records including records for staff training, vehicle maintenance, waste management, fuel management, energy usage data, chemical usage, customer contacts and HSEQ records.
• Preparation of reports including analysis of data where relevant.
• Data management for routine maintenance activities/records.
• Co-ordinate internal and external meetings, attend such meetings, record minutes, actions and following up on same.
• Document control to ensure archiving of documentation is accurate and in line with the SharePoint structure.
• Support internal HSEQ audits and external ISO audits.
• Record daily and forecasted weather during the winter season; track salt deliveries and usage.

Secretarial & Admin Support:

• Assist the management team with all aspects across the secretarial function.
• Maintain the existing filing and paper trail system.
• Handling incoming telephone calls as required.
• Liaison with relevant stakeholders.
• Scheduling and co-ordinating internal and external meetings.

Other

• Arrange catering for meetings and site visits.
• Office supplies.
• Office Health & Safety.
• Communicate effectively with team members to create a collaborative working environment.

What do we need from you

Qualifications/ Education / Training

• Leaving Certificate
• ECDL (or similar Microsoft Office Experience)

Experience/Knowledge

• Office Management Documentation Control
• Data Entry
• Strong proficiency in Microsoft Excel, including formatting and use of basic to intermediate formulas
• Demonstrated competence in using cloud-based document control and storage systems (e.g. SharePoint, OneDrive, Google Drive)
• Familiarity with document control and data accuracy best practices
• Experience in financial software packages

Skills/Abilities

• Strong organisational skills
• Strong interpersonal skills

Personal Attributes

• Flexible Individual with ability to multi-task

Additional Requirements

• Understanding of payroll principles
• Knowledge of maintenance/construction & traffic management operations

What's in it for you?

What We Offer

• A collaborative, inclusive, and forward-thinking working environment.
• Support from internal technical experts across all disciplines
• A wide portfolio of complex and interesting projects
• Opportunities for progression into a senior management role.
• Ongoing support for professional development and CPD.
• Flexible working arrangements and a strong focus on work-life balance.

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