Administrator/Document Controller

2 weeks ago

Dublin, Dublin City, Ireland Jones Engineering Full time

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Job Title: Administrator / Document Controller

Department: Marketing

Location: Head Office, Pembroke Road, Dublin (Full time Office based)

Reporting to: Marketing Coordinator / Head of Marketing

Company Description

We are a leading engineering services company with a proven track record of high quality, customer focused project delivery for over 130 years. Our core divisions include Mechanical Engineering, Electrical Engineering, Sprinkler and Fire Protection. Some of the other services we provide include Waste to Energy (BioEnergy), Specialist Lift, Off Site Fabrication, Technical Support Services, Maintenance, Asset Management, BIM (Building Information Modelling) and Geo-Surveying. We offer competitive salaries, financial support for further training, Continuous Professional Development (CPD) leading to chartered status, performance incentives and the ability to progress your career with a world class engineering contractor.

Role Overview:

We are seeking a proactive and detail-oriented Administrator / Document Controller to join our growing Marketing Department. This is a pivotal role in our department, supporting our multidisciplinary team of Construction and Support Functions - playing a key part in tendering efforts, document management, and departmental administration.

The successful candidate will be responsible for managing internal documentation systems, coordinating with cross-functional teams, and maintaining the highest standards of accuracy, structure and compliance across all bid submissions and marketing support materials.

Key Responsibilities:

Document Control & Systems Management:

  • Lead document control activities for all tender submissions, ensuring version control, formatting, and timely delivery.
  • Maintain and update internal content libraries including project CVs, case studies, PQQs, and tender templates.
  • Administer and improve internal databases and filing systems for easy content retrieval.
  • Act as administrator for document control platforms (SharePoint, OneDrive, Teams, etc.)

Administrative Support:
  • Provide high-level coordination and admin support to the construction teams, other support department and wider Marketing team.
  • Coordinate input from bid managers, design managers, and technical teams to support submission development.
  • Prepare PowerPoint presentations, build organograms, and assist with tender documentation formatting.
  • Raise purchase orders (POs) and manage merchandise receipts through SAP.
  • Order and maintain department supplies and materials.

Process Improvement:
  • Evaluate and enhance existing document management and submission processes.
  • Propose and implement efficiency improvements to support consistent, high-quality output across all team deliverables.

Interdepartmental Coordination:
  • Liaise daily with other departments and site-based construction teams to gather information and documentation.
  • Support communications and information flow between Marketing and other functions.

Requirements & Qualifications:

Essential:
  • Minimum of Leaving Certificate or equivalent.
  • 2+ years in a similar administrative, project support, or document control role.
  • Advanced Microsoft Office Suite skills (especially Excel, PowerPoint, Word).
  • Familiarity with SharePoint, OneDrive, and Teams.
  • Strong organisational skills with a structured and detail-focused approach.
  • Excellent written and verbal communication.
  • Ability to multi-task and prioritise under pressure.
  • Self-starter with the ability to work independently and within a team.

Desirable:
  • Experience with Adobe Acrobat or design software.
  • Understanding of construction industry workflows and terminology.
  • Experience using SAP or similar procurement systems.
  • Previous exposure to pre-qualification and bid/tender processes.

Training and Development:

Full training on company-specific platforms and processes will be provided. This role offers an excellent opportunity to build a strong foundation in document control, project support and bid coordination within a global engineering company.Seniority level
  • Seniority levelEntry level
Employment type
  • Employment typeFull-time
Job function
  • Job functionAdministrative
  • IndustriesConstruction

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