Contracts Administrator

We are seeking an organised and detail-oriented Contracts Administrator to join our team in Kerry.

Key Responsibilities

Procurement & Order Management

Process purchase orders and requisitions through the company ERP system (e.g., IFS).

Manage proof of delivery (PODs) and Goods Received Notes (GRNs), ensuring all information (PO numbers, job references, etc.) is correct.

Verify delivery dockets and liaise with suppliers and Accounts Payable to resolve discrepancies, damages, and credit note requests.

Coordinate with Procurement to ensure sufficient quantities are ordered and processed in line with project needs.

Commercial & Financial Support

Assist the Commercial team with document preparation, correspondence, and data submissions to clients and internal departments.

Coordinate weekly timesheets, lodge records, and payroll submissions to Finance, ensuring accuracy and adherence to deadlines.

Work closely with Site Foremen and HR regarding staff absences, payroll changes, and site-based HR documentation.

Support the collection and reporting of financial data in line with the company’s commercial calendar.

Documentation & Compliance

Maintain accurate site records, including plant, labour, and materials returns.

Support HSQE administration, ensuring environmental documentation (e.g., muckaway dockets) is properly recorded.

Ensure all records comply with company management systems and audit requirements.

Assist in pre-planning by ensuring supplier and subcontractor purchase orders and supporting documentation are in place.

Reporting & Coordination

Collate and circulate allocation and daily record reports.

Assist in producing site and financial reports, ensuring data accuracy and completeness.

Support communication between site teams, Head Office departments (Finance, HR, Procurement, HSQE), and client representatives.

Monitor and update staff accommodation lists weekly for Finance reporting.

Systems & Administration

Act as an IFS system super user, supporting site teams with data input and troubleshooting.

Coordinate site inductions and maintain records of site personnel documentation.

Handle general correspondence, filing, and record management for site activities.

Provide administrative support to ensure efficient site and project operations.

Qualifications & Experience

Minimum Leaving Certificate (Ordinary Level) or equivalent qualification.

Excellent written and spoken English, with strong interpersonal and communication skills.

Proficient in Microsoft Office (Excel, Word, PowerPoint); confident using Excel formulas, VLOOKUPs, and Pivot Tables.

Experience using an ERP or accounting system (e.g., IFS, SAP, Oracle).

Previous experience in a construction site office or project administration role.

Strong attention to detail, organisational skills, and the ability to meet deadlines.

Full, clean Irish/EU driving licence, with flexibility to travel between sites.

Job Types: Full-time, Permanent

Pay: €27,000.00-€58,801.52 per year

Work Location: In person