We are seeking a highly organised and detail-oriented Office Administrator to join our team. The successful candidate will provide general administrative support across HR and office functions, maintaining systems, records, and coordination activities to support day-to-day operations.
Duties and Responsibilities
* Maintain HR systems, employee records, and documentation.
* Process leaves, absence, and employee data changes.
* Coordinate recruitment administration and job postings.
* Set up new starters on internal systems.
* Maintain time and attendance systems and user access.
* Review timesheets and resolve basic discrepancies.
* Produce attendance reports for payroll.
* Maintain apprentice and training records.
* Coordinate training bookings and reviews.
* Track certification and compliance expiry dates.
* Maintain personnel files and HR documentation.
* Prepare routine HR and audit reports.
* Provide administrative support to HR processes.
* Maintain IMS documentation and records, supporting audits and certification requirements.
* Coordinate document updates and version control.
* Coordinate award applications and supporting documentation for submissions.
* Support the maintenance of the Company website content and updates.
* Maintain fleet records and vehicle allocation.
* Manage fuel cards and usage reporting.
* Coordinate toll accounts and fleet administration systems.
* Maintain insurance records and renewals.
* Coordinate fleet, office and professional insurances.
* Maintain company registrations and licences, tracking renewals and deadlines.
* Support internal events and company communications.
* Provide ad-hoc administrative support as required.
* Any other duties as requested or required by the Manager or Senior Management Team.
Person Specification
* Proven experience in a general administrative or office support role
* Strong organisational skills with the ability to manage multiple tasks and deadlines.
* High level of accuracy and attention to detail
* Confident using IT systems, databases and Microsoft Office (Word, Excel, Outlook)
* Strong written and verbal communication skills
* Ability to handle confidential and sensitive information professionally.
* Self-motivated with the ability to work independently and as part of a team.
* Flexible and adaptable in a changing work environment
* Previous experience providing HR, payroll or compliance administration support.
* Experience maintaining records for audits, certifications or regulatory compliance.
* Exposure to recruitment, onboarding or training administration
* Experience supporting websites, social media or internal communications
Employee Benefits
* Competitive compensation
* 30 days annual leave (inclusive of bank holidays)
* Company Pension
* Active Social Calendar
* Opportunities for growth and development
Location: Newry HQ (on-site)
Job Type: Permanent
Working Pattern: Full-time and part-time contracts available
Hours of Work:
* Full-time: Monday to Friday, 38.5 hours per week
* Address : Unit 7, Loughway Business Park, Warrenpoint Road,
* Phone : 028 3083 9111
* Email : recruitment@mcguinnessmechanical.ie
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