Construction Site Admin: Reporting, Compliance&Coordination, Dublin

At Elk Recruitment, we are looking for a driven Construction Site Administrator to join our client’s growing team based in Waterford. This is a fantastic opportunity for an experienced Construction Site Administrator to make a real impact in an innovative and growing organization.

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.

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.

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.

Procurement and Inventory Management

Assist in ordering supplies, materials and equipment, ensuring availability on‑site as per the project schedule.

Track inventory and monitor material consumption, working with the procurement team to maintain adequate stock levels.

Verify invoices from suppliers and submit them for payment approval.

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.

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, prioritise 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.

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