contracts and procurement administrator

4 weeks ago

Dublin, Dublin City, Ireland Tuath Housing Full time
Overview

CONTRACTS AND PROCUREMENT ADMINISTRATOR role at Tuath Housing Association. Location: Dublin City Centre. Contract: Full-time/ Permanent. Responsible to: Contracts and Procurement Manager.

Job Summary: The Contracts and Procurement section is responsible for procuring works, goods, and services contracts for Tuath Housing Association, and related to the maintenance and upkeep of the housing stock along with assisting other Departments. The post requires a motivated person, willing to self-learn and develop within the team, with excellent planning and organisational skills, administration skills, attention to detail and a willingness to adapt and overcome.

Responsibilities
  • Administration: Provide general administration support to the Contracts Team, including scanning documents, printing, typing, copying, file management, and stationery requirements.
  • Data input: Input data onto Tuath's IT systems (e.g., heating, electrical, ventilation, life safety systems, lifts, fire safety, BER documentation/certification) and keep the Assets Team up to date on developments.
  • Stakeholder coordination: Contact and coordinate with tenants, contractors and other stakeholders to outline planned works and arrange suitable appointments.
  • Reporting and data collection: Assist on the compilation of monthly regulatory reports and data collection for other departments.
  • Mail management: Sort and distribute incoming post and organise outgoing post (including mail merges, tenant notifications, etc.).
  • Tenant surveys: Undertake post works surveys with tenants.
  • Record keeping: Assist the Property Services team in maintaining information and records and preparing reports for relevant stakeholders.
  • Business support: Provide typing and collation of reports and produce correspondence, documents, presentations, records, spreadsheets, and charts.
  • Systems and documentation: Use management systems to maintain/update internal databases and websites; organise and store paperwork and computer-based information.
  • Meetings: Attend meetings, take minutes and keep notes.
  • Software skills: Use Microsoft Word, Outlook, PowerPoint, Excel, Access, etc.
  • Scheduling: Keep schedules of ongoing works up to date for coordination with other departments (start/completion dates, contractor, responsible Tuath person).
  • GDPR: Administer contractor personal data retention and deletions in accordance with GDPR requirements and policy.
Corporate Responsibilities
  • Positively promote the Association in all activities.
  • Adhere to Tuath's policies and procedures at all times.
  • Be aware of and act in accordance with Tuath's Health and Safety Policy.
General
  • Assist with general administrative duties within the organisation as required.
  • Contribute to the effective delivery of a quality service through formulation, review, and proper implementation of policies and procedures.

Notes: This job description is not definitive or restrictive and will be subject to periodic review as deemed necessary and/or in light of job-related developments.


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