JOB DESCRIPTION: CONTRACTS AND PROCUREMENT ADMINISTRATORLOCATION: DUBLIN CITY CENTRECONTRACT: FULL TIME/ PERMANENTRESPONSIBLE TO: CONTRACTS AND PROCUREMENT MANAGERJOB SUMMARYThe Contracts and Procurement section is responsible for procuring works, goods, and services contracts for Tuath Housing Association, and related to the maintenance and upkeep of the housing stock along with assisting other Departments. The role involves dealing with all aspects of administration within the Property Services Department and support to other internal departments and regional offices.The post requires a motivated person, willing to self-learn and develop within the team, with excellent planning and organisational skills, administration skills, attention to detail and a willingness to adapt and overcome.KEY RESPONSIBILITIESAdministration1. Providing general administration support to the Contracts Team as required including but not limited to scanning documents, printing, typing, copying, file management and stationary requirements.2. Inputting data onto Tuath’s IT systems such as heating, electrical, ventilation, life safety systems, lifts, fire safety, BER documentation/certification and other property related information, and keeping the Assets Team up to date on developments.3. Contacting and coordinating with tenants, contractors and other stakeholders to outline planned works and arrange suitable appointments.4. Assisting on the compilation of monthly regulatory reports and data collection for other departments.5. Sorting and distributing incoming post and organising and sending outgoing post, including mail merges, tenant notifications, etc.6. Undertaking post works surveys with tenants.7. Assisting the Property Services team in maintaining information and records and preparing reports for relevant stakeholders.8. Providing business support to colleagues such as typing and collating reports.9. To produce correspondence and documents and maintain presentations, records, spreadsheets and charts.10. Using management systems to maintain / update internal databases and websites.11. Attending meetings, taking minutes and keeping notes.12. Using a variety of software packages such as Microsoft Word, Outlook, PowerPoint, Excel, Access etc.13. Organising and storing paperwork, documents and computer-based information/14. Booking rooms and conference facilities.15. Keep schedules of ongoing works up to date for coordination with other departments. Start and completion dates, contractor, contact, responsible Tuath person.16. Administering Contractor personal data retention and requested deletions in accordance with GDPR requirements and policy, etc.Corporate Responsibilities1. To positively promote the Association in all activities.2. Adhere to all Tuath’s policies and procedures at all times.3. To be aware and act in accordance with Tuath’s Health and Safety Policy.General1. Assisting with general administrative duties within the organisation as required.2. Contributing to the effective delivery of a quality service through the formulation, review and proper implementation of policies and procedures.This job description is not definitive or restrictive and will be subject to periodic review as deemed necessary and / or in the light of job-related developments.
