Site Administrator / Document Controller

Role Overview

Urban Building Contractors is looking to appoint a skilled Site Administrator / Document Controller who will join the site management team at the launch of a residential apartment building project in Dublin. Reporting to the Project Manager, this role is key in providing administrative support across various facets of the project while promoting a collaborative work culture.

Key Responsibilities

• Assist the Project Manager by managing general administrative functions such as scheduling meetings, managing community interactions, organizing holiday schedules, compiling progress reports, tracking assets, and serving as the main point of contact for visitors at the site entrance.
• Support the Quality Manager in preparing inspection templates, monitoring technical workflows like RFIs and Submittals, and maintaining comprehensive inspection and test logs.
• Take charge of document management by ensuring drawings and project files are correctly uploaded to the Procore system in coordination with the design team and site engineers.
• Provide procurement and logistics assistance including ordering materials, arranging plant hire and waste disposal, processing purchasing documents, and coordinating the timing of deliveries to site.
• Assist the Safety Officer with site inductions, managing safety signs and distribution of personal protective equipment, maintaining personnel training records, and keeping registers of equipment certifications.
• Organize site operations support by coordinating snag lists and BCAR documentation alongside the finishing foremen to ensure smooth project handover.

Qualifications and Experience

• Holds a Higher Diploma or Certificate in a relevant field, or has completed the Leaving Certificate.
• Possesses more than three years of post-qualification experience, preferably within a main contractor site office setting, with apartment construction experience considered advantageous.
• Demonstrates strong proficiency in IT, including Microsoft 365 applications and Adobe Acrobat.
• Experienced in using Procore, Hammertech, or similar construction management software.

Personal Competencies

• Exhibits professional conduct with a proactive mindset toward work responsibilities.
• Effective communicator who collaborates well within a dynamic, team-oriented environment and is comfortable handling front-of-house interactions.
• Team player capable of engaging productively with diverse stakeholders such as the site workforce, clients, subcontractors, public members, and officials.
• Thrives in a fast-paced, energetic environment and demonstrates a strong work ethic.
• Self-motivated and able to operate independently using own initiative.