Site Administrator Manager

The Site Administrator Manager will provide strategic oversight and guidance to the Site Administration team, fostering a cohesive and collaborative environment while ensuring a consistent, high-quality approach to all administrative tasks and processes.

Key Responsibilities:

Typically, the candidate will be expected to undertake and assist with the following duties:

Site Integration & Management:

• Lead and coordinate the onboarding process for newly hired Site Administrators, ensuring they are fully supported as they adapt to the company's systems, processes, and culture.
• Conduct comprehensive training sessions covering all core administrative responsibilities, focusing on key systems like Zutec, CRM, and DMS. Ensure continuous skill development and support for all Site Administrators.
• Work with Site Administrators to ensure all new site team members have the necessary equipment, system access, and tools from their start date, including laptops, phones, email accounts, and software.
• Act as the primary contact for onboarding needs, assisting with IT support tickets and liaising with the IT team to resolve issues swiftly and minimize disruptions.
• Create and update materials, checklists, and guides to support smooth integration of new Site Administrators, aligning with company standards and best practices.
• Serve as a mentor and primary contact for Site Administrators, providing guidance throughout their employment.
• Assess the progress and performance of new Site Administrators, identifying areas for improvement and arranging additional training or support as needed.
• Track and review the integration progress of new hires, providing ongoing feedback and support to ensure they are fully operational.
• Collaborate with Regional Managers and support teams to update and improve integration and training processes based on system changes and employee feedback.
• Promote a culture of collaboration, continuous learning, and knowledge sharing within the team.
• Manage diary appointments for Regional Managers.

BCAR:

• Coordinate with subcontractors to ensure timely and accurate submission of ancillary certificates for BCAR.
• File ancillary and commissioning certificates onto Zutec to ensure Homebond sign-off.

Zutec:

• Organize and maintain subcontractor construction documents on Zutec.
• Be the first point of contact for Zutec-related queries from site teams and subcontractors.
• Train subcontractors and site team members on Zutec usage.
• Manage Zutec user permissions accurately.
• Ensure subcontractors upload construction documents timely.
• Escalate system issues to the DMS Admin Team.
• Create and maintain dashboards of subcontractor uploads for each unit to assist with BCAR documentation and progress reporting.

Site Team:

• Follow up on inspections, benchmarks, RFIs, and technical submissions.
• Manage SharePoint uploads and weekly reports.
• Document meetings, take minutes, and photographs.
• Support site team with drawings and report generation.
• Conduct subcontractor site inductions and manage access in the absence of Health and Safety personnel.
• Prepare inventory reports for the order office.
• Liaise with Utilities Coordinator for unit handovers.
• Update and maintain the CRM system.

The Candidate:

• Minimum 4 years' experience in a Lead Administration role.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively.

Working with Cairn Homes:

At Cairn, we value our employees and offer above-average remuneration and comprehensive benefits, including:

• Competitive salary
• Performance bonus
• Pension scheme with matching contributions
• Health insurance
• Annual salary review
• CPD programs and funding
• Maternity & paternity leave
• Paid annual leave
• Life assurance and income protection
• Employee Assistance Program
• Travel and bike-to-work schemes
• Culture Committee and Talent Development Programs
• Profit Sharing Scheme and company vehicle (role-dependent)

The Cairn purpose is to build sustainable communities where people can thrive. Our philosophy is about more than just construction; it's about creating lasting communities of connection and belonging, shaping a better future for Ireland.