Job Title: Site Administrator

Company: Quantum Homes Limited

Location: South East [Waterford] - sites include Dungarvan and Tramore, Co Waterford

Job Type: Full-Time

Introduction to Quantum Homes Ltd

Quantum is not just a developer; we're a dynamic, forward-thinking company reshaping Ireland's real estate landscape with our blend of extensive experience, innovation, and comprehensive services. By addressing the country's pressing need for high-quality real estate, we create developments that enrich communities, ensuring they are places where people truly want to live.

With over 30 years of expertise, we offer more than just a job - we provide an opportunity to be part of a business with proven history of setting industry standards through innovation. As a member of the Quantum team, you'll gain hands-on experience with sustainable, community-focused projects and be part of a full-service approach that guarantees quality at every stage.

Job Purpose

To provide administrative and logistical support for construction site operations. This role ensures all site documentation, communication, and reporting needs are effectively managed and that all office functions on the site run smoothly. The Site Administrator works closely with project teams, contractors, and suppliers to assist in the timely delivery of construction objectives.

Key Responsibilities may include but are not limited to:

1. Administrative Support

• Organise and maintain project documentation, including contracts, permits, inspection records, and compliance reports.
• Prepare and distribute daily, weekly, and monthly reports related to site activities, personnel attendance, and project progress.
• Update project schedules and track project milestones to report to the Site/Project Manager.

2. Documentation and Compliance

• Ensure all documentation is filed in compliance with company and regulatory standards.
• Maintain and update records on safety inspections, training records, and incident reports as required by safety regulations.
• Handle and record timesheets, attendance logs, and ensure payroll data is accurate for construction site staff.

3. Coordination and Communication

• Act as the main point of contact for communication between project managers, contractors, vendors, and site personnel.
• Coordinate and schedule meetings, site inspections, and safety briefings, taking minutes as needed.
• Assist with logistics for site operations, including deliveries, access passes, and contractor onboarding.

4. Procurement and Inventory Management

• Assist in ordering supplies, materials, and equipment, ensuring availability on-site as per the project schedule.
• Track inventory and monitor materials consumption, working with the procurement team to maintain adequate stock levels.
• Verify invoices from suppliers and submit them for payment approval.

5. Safety and Compliance Support

• Support the site safety officer by maintaining updated safety documentation and incident records.
• Ensure that all personnel on-site are compliant with health, safety, and environmental regulations.
• Coordinate emergency drills and ensure emergency contact lists are up to date.

6. Data Entry and Reporting

• Enter data into project management software and company systems, maintaining accuracy and timeliness.
• Generate reports for project progress, budget updates, and resource allocation.
• Track project expenses and assist in budget monitoring by recording financial transactions.

Key Skills & Qualifications

Experience:

• Minimum of 2 years' experience in administrative roles; experience within the construction industry is mandatory.
• Familiarity with construction documentation, compliance, and terminology is needed.

Technical Skills:

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Experience with project management software (e.g., Zutech) is a plus.

Personal Attributes:

• Organisational Skills: Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Attention to Detail: High accuracy in data entry, document management, and reporting.
• Communication: Strong verbal and written communication skills, comfortable interacting with different stakeholders.
• Problem-Solving: Able to handle administrative issues independently and proactively identify solutions.
• Teamwork: Collaborative, with the ability to work effectively with diverse site teams and external partners.
• Adaptability: Flexible and able to adapt to the changing needs of a dynamic construction environment.

This role description outlines the primary responsibilities and expectations of the Site Administrator role at Quantum Homes. As the company evolves, the responsibilities of this position may be adapted to meet changing business needs.

Quantum is an equal opportunities employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.