Office Administrator

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JCPS Mechanical Ltd is one of Ireland’s leading mechanical services contractors. We have built a strong reputation for delivering a diverse range of mechanical construction services. Our team installs and services technologically advanced, energy-efficient heating, air conditioning, plumbing, and piping systems.

The Office Administrator at JCPS Mechanical will provide comprehensive administrative and operational support to ensure the smooth day-to-day running of the office and to assist project and site teams.

· Manage general office operations, ensuring supplies, equipment, and facilities are maintained and stocked.

· Handle incoming calls, emails, and correspondence, directing queries to the appropriate departments.

· Maintain filing systems (both electronic and physical) for project documents, purchase orders, delivery dockets, and compliance paperwork.

· Support management with preparation of reports, presentations, and general documentation.

Project & Site Support

· Assist project managers and engineers with document control — issuing drawings, submittals, RFIs, and ensuring the latest versions are circulated.

· Track project progress reports, attendance sheets, and delivery logs.

· Liaise with suppliers and subcontractors regarding deliveries, documentation, and order confirmations.

· Help with project-specific administration such as site inductions paperwork, permits, and compliance records.

Purchasing & Procurement Support

· Raise and process purchase orders in line with company procedures.

· Track and confirm deliveries, ensuring materials align with project requirements.

· Maintain accurate records of supplier information, quotations, and invoices.

· Assist in reconciling supplier statements and liaising with accounts on discrepancies.

Compliance & Documentation

· Ensure all administrative documentation complies with JCPS Mechanical’s quality and safety standards.

· Maintain up-to-date records of certifications, insurance documents, and compliance forms.

· Support the Quality, Health & Safety, and Environmental teams with document tracking and audits.

Communication & Coordination

· Coordinate meetings, prepare agendas, take minutes, and distribute follow-ups.

· Liaise between office, workshop, and site teams to ensure smooth communication.

· Provide administrative support to management on ad hoc operational needs.

Skills & Qualifications:

· Proven experience in an administrative or office coordination role (construction/mechanical contracting experience preferred).

· Excellent organizational and multitasking skills.

· Strong attention to detail and accuracy in document handling.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management or procurement software is an advantage.

· Strong written and verbal communication skills.

· Ability to work independently and as part of a team in a fast-paced environment.

"Please note, we are not accepting applications or CVs from recruitment agencies at this time."

Job Types: Full-time, Permanent

Benefits:

• Bike to work scheme
• Company events
• Company pension
• Employee assistance program
• Flexitime
• Gym membership
• On-site parking
• Sick pay
• Wellness program
• Work from home

Work Location: In person