Site Administrator

Wilec (Fire & Security) is an SME engaged in the provision of integrated Life Safety & Security systems in the pharmaceutical and commercial sector.

Scope of the Role:

We are looking for an experienced Site Administrator to join our Technical Team based on a pharmaceutical plant in Blanchardstown, Dublin 15.

The position is permanent, full time and hours are 7.30am to 4pm M-F. bSalary is up to €45,000 depending on experience

Duties:

Planning & Scheduling Responsibilities

• Scheduling maintenance, call outs and project works for technical team, sub-contractors and third party vendors;
• Helping in the planning stages of the weekly and monthly schedule.
• Tracking site personnel for weekly reports to client
• Organising work permits each week
• Assisting the Site Leads in all aspects of daily work schedule
• Administration & Document Control Responsibilities
• Follow up on all incoming documentation and information to support effective close out of all open / outstanding works
• Controlling maintenance and project documentation
• Following and improving document control procedures
• Ensuring all documentation meets formal requirements and required standards
• Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and technical team
• Conducting regular reviews and document audits
• O&Ms and handover documentation
• GRN all received site materials
• Compilation of Client handover files & liaising with project teams, subcontractors and vendors for information
• Creating and providing weekly reports (e.g. planning, compliance) and issuance to site area teams
• Produce reports for client based on monthly data as directed by Site Leads
• Support Site Leads as and when required.

HSQE Responsibilities

• Ensure Success Factors accurately reflectsemployees’ conditions and details.
• Ensure compliance to the Company’s Health & Safety Policies and Procedures
• Ensure Standard Operating Procedures (SOP) are fit for purpose and reviewed regularly
• Ensure employees and contractors receive training, HSQE Briefs, safety documentation, uniforms and PPE relevant to their tasks and positions
• Ensuring that delegated work is correctly planned, resourced and executed in accordance with client specifications standards, agreed work methodology, relevant legislation, technical, safety and environmental standards
• Coordination of Training Matrix and booking training courses for all site engineers.
• Engage with subcontractors to ensure appropriate H&S and Insurance records are in place and documented
• Responsibility for the induction process for Subcontractors – onboarding employees, issuing online inductions etc
• Responsible for completing, reviewing and submitting all RAMS and safety documentation prior to works commencing.

Interested applicants will have the following skills and experience:

• Excellent organisation and time management skills in managing multiple tasks simultaneously.
• Strong interpersonal and communication skills both verbally and in written form with internal and external customers.
• Excellent computer skills – MS Office Suite
• Ability to liaise and manage paperwork and document control
• Ability to work as part of a team
• Attention to detail.
• Work independently without regular direct supervision
• Proactive with the ability to think ahead.
• Minimum 2 years’ experience in busy office environment.

Desirable Skills:

• Understand safe working practices and health and safety legislation desirable
• Experience of document control in an engineering setting with pharmaceutical experience a distinct advantage
• Experience on Maximo Software system

Job Types: Full-time, Permanent

Salary: Up to €45,000.00 per year

Schedule:

Work Location: In person