Jacobs Project Administrator in Dublin, Ireland

Project Administrator

Description

Primary Function:

Administrator required to work with an engineering project team to assist with the following:

  • Preparing and controlling project documentation.

  • Issue project documents and drawings internally and to the client as required.

  • Provide support to Reception and the Dublin office Safety department.

  • Provide admin support for various departments and managers as required.

Duties are functionally assigned by the Administration Supervisor or following assignment to a particular project or to provide support to a particular manager, the appropriate Project Manager or Manager will assign work on a day-to-day basis.

Project Admin:

  • Using Jacobs database to log and maintain all project documentation

  • Working with Word, Excel, PowerPoint documents

  • Project documentation and transmittals – creating the document and ensuring that the document is checked and authorised correctly.

  • Preparation and issuing of Project Notes and Conference notes

  • Compilation and issuing of the Monthly and Weekly reports

  • Provide general administrative support for Project Team and Clients such as typing, filing, logging, e-mailing.

  • Update project weekly meeting calendar

  • Booking of meeting rooms and lunches

  • Maintaining holiday schedule

  • Scanning and photocopying

  • Ordering supplies as required for site visits

  • Sourcing and liaising with venues for project events

  • Organise meetings and set up WebEx and conference calls.

  • Issuing project documents via JPI database to Clients and Project Team

Reception duties (Part time):

  • Answer switchboard and direct calls to the relevant people.

  • Greet and badge visitors

  • Book taxis

  • Book Meeting Rooms

Other:

  • Assisting with booking of travel for employees (flights, accommodation, car hire etc.)

  • Complies with office health and safety standards and regulations at all times

  • Compliance with quality procedures at all times

  • Identification of new working methods and practices to maximise departmental effectiveness.

Additional duties and responsibilities may be assigned; these would be dependent on business or project requirements. Typically these include but would not be limited to: additional project work either in the office or on site; administrative support work for management.

Qualifications

  • Extensive and proven experience in an administration role.

  • Proficiency in MS Office packages, (will be trained in Jacobs software)

  • Strong interpersonal and communication skills with the ability to relate well to personnel at all levels in the organisation

  • Displays attention to detail

  • Uses initiative

  • Prioritise workload and manage multiple tasks

  • High level of customer care focus.

Primary Location Ireland-Ireland Countrywide-Dublin

Req ID: LIF00000G