Key Responsibilities:
Office & Administrative Management
· Oversee the smooth day-to-day running of the office and ensure efficient administrative processes
· Manage office supplies, facilities, and equipment, coordinating maintenance or procurement as required
· Develop and maintain office procedures, policies, and filing systems (digital and physical)
· Act as the first point of contact for general office queries, directing them to the appropriate team or individual
Operations Coordination
· Liaise between site teams, project managers, and office-based staff to ensure operational continuity
· Assist in the onboarding of new staff, including coordinating inductions, system access, and equipment setup
· Support the implementation and continuous improvement of internal operational processes
Fleet, Tools & IT Equipment Management
· Manage the company vehicle fleet, including scheduling servicing, NCT/tax renewals, insurance, and maintaining up-to-date records
· Coordinate allocation of company vehicles to staff, ensuring accurate assignment and usage records are maintained
· Oversee the inventory of tools and site equipment, including tracking allocation, condition, and maintenance requirements
· Manage IT equipment (laptops, phones, tablets, etc.), coordinating procurement, assignment, and replacement as required
· Liaise with IT support providers and suppliers to ensure equipment and systems remain operational and up to date
· Maintain asset registers for fleet, tools, and IT equipment, ensuring records are accurate and current at all times
Compliance & Health and Safety
· Maintain and update company registers, certifications, and compliance documentation
· Ensure vehicle, plant, and equipment records are current and compliant with relevant regulations
· Support the management of health and safety documentation, including training records and site certifications
· Assist in the preparation and submission of relevant regulatory filings and returns
HR Administration Support
· Provide administrative support to the HR Manager as required, including maintaining employee records and filing
· Assist with the coordination of staff inductions, training schedules, and onboarding logistics
· Support recruitment administration when required, including scheduling interviews and managing correspondence
Reporting & Communication
· Prepare regular operational reports and management summaries as required
· Maintain internal communication channels and ensure key information reaches the right teams
· Manage correspondence, including email, post, and phone communications on behalf of management
· Support senior management with ad hoc projects and administrative tasks as needed
Requirements
· 3+ years’ experience in an office management, operations, or senior administrative role
· Experience working within the construction, mechanical, or trades sector is a distinct advantage
· Demonstrated experience managing multiple priorities in a fast-paced environment
Skills & Competencies
· Strong organisational and time management skills with a high level of attention to detail
· Excellent interpersonal and communication skills, both written and verbal
· Proficient in Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint)
· Good working knowledge of computer systems and office technology.
· Comfortable working with internal management systems, databases, and reporting tools
· Ability to work independently, use initiative, and manage workloads without close supervision
Qualifications
· Relevant third-level qualification in Business Administration, Operations Management, or a related field (preferred)
· Project management or office management certification is an advantage
· Valid driver’s licence
Please note: JCPS Mechanical Ltd is not accepting applications or CVs from recruitment agencies at this time.
