Contract Administrator Position

6 days ago

Dublin, Dublin City, Ireland beBeeProcurement Full time €40,000 - €55,000

Job Role: Contracts and Procurement Coordinator

Job Overview

This role involves providing administrative support to the contracts team, encompassing data entry, stakeholder coordination, reporting, and mail management. It also includes supporting the Property Services team in maintaining information and records.

Key Responsibilities
  • Administration: Provide general administration support to the contracts team, including scanning documents, printing, typing, copying, file management, and stationery requirements.
  • Data Input: Enter data onto IT systems 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 in compiling monthly regulatory reports and collecting data for other departments.
  • Mail Management: Sort and distribute incoming post and organise outgoing post (including mail merges, tenant notifications).
  • Tenant Surveys: Conduct 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: Utilise 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: Maintain schedules of ongoing works up to date for coordination with other departments.
  • GDPR: Administer contractor personal data retention and deletions according to GDPR requirements and policy.
Corporate Responsibilities
  • Promote the Organisation: Positively promote the organisation in all activities.
  • Adhere to Policies: Adhere to the organisation's policies and procedures at all times.
  • Health and Safety: Be aware of and act in accordance with the Health and Safety Policy.
General
  • Administrative Duties: Assist with general administrative duties within the organisation as required.
  • Policies and Procedures: Contribute to effective delivery of a quality service through formulation, review, and proper implementation of policies and procedures.

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