Business & Project Support - Operations

Cairn has an exciting opportunity for a business and project support specialist to join our team.

Key Responsibilities

Typically, the candidate will be expected to undertake and assist with the following duties:

Administration & Coordination

• Provide diary and calendar management support to our Director of Commercial & Procurement & Production Director.
• Support teams through the administration of documentation, records, and business processes.
• Coordinate the tracking of team activities, actions, and key deliverables.
• Lead the organisation and coordination of meetings, forums, workshops, and events, including agenda preparation, minute-taking, and follow-up actions.
• Arrange travel, site visits, and off-site events as required.
• Support the maintenance of team directories, trackers, records, and shared resources.
• Coordinate approval processes, document sign-offs, and the administration of business documentation.
• Assist with the organisation and management of digital filing systems and document management platforms.
• Support the Head of Commercial Operations with transactional and legal activity as follows:

> Coordination and logging of site subcontract documentation and acting as the intermediary between site teams, subcontractors and our legal advisors to ensure documents are executed correctly and returned in a timely manner.

> Manage and support all billing and invoicing activities in respect of our external legal advisors i.e. PO setup and management, quarterly invoicing reviews etc.

> Coordination of internal documentation databases, ensuring that same are kept up to date and that internal processes and procedures are updated to reflect best practices.

> Maintenance of insurance database and documentation for all subcontractors and consultants, requesting renewals from subcontractors and consultants, and coordinating validation checks with our insurance broker.

Project & Business Support

• Track project assignments, milestones, and key actions across teams.
• Support the preparation and distribution of reports, presentations, and business updates.
• Assist in coordinating regular review meetings and governance activities.
• Monitor progress on key initiatives and provide reminders and follow-up support to stakeholders.
• Facilitate communication between teams to ensure actions and deliverables are completed within agreed timelines.
• Support process improvement initiatives and maintain accurate records and reporting.

Financial & Operational Support

• Assist with the generation and tracking of purchase orders and invoices.
• Support payment approval processes and resolve administrative queries relating to supplier payments.
• Maintain trackers and records relating to operational and project activities.
• Coordinate external supplier and consultant documentation, ensuring records remain current and compliant.

Stakeholder & Team Support

• Build strong working relationships across departments and with external stakeholders.
• Support the organisation of team events, workshops, and engagement activities.
• Provide ad hoc administrative and project support across the business as required.
• Assist senior leaders with communications, planning, and coordination activities.
• Maintain a proactive overview of key team commitments, tracking actions and providing updates where required.

The candidate:

*        Minimum 4 years’ experience in a challenging administrative role in a fast-paced environment.

*        Have strong IT skills with competency across Microsoft Excel, PowerPoint, Teams and Outlook.

*        Experience with legal documentation would be preferred.

*        Ability to communicate at all levels across functional departments.

*        A strong ability to multi-task and work to deadlines in a fast-paced environment where     relationships, organisation, and a high attention to detail is required.

*        Self-motivated team player but with the ability to work on one’s own initiative.

*        Excellent spoken and written communication skills.

*        Enthusiastic and willing to learn.

Working with Cairn Homes:

At Cairn, we believe it is essential that our employees feel valued and appreciated. We therefore offer above industry average remuneration packages with a comprehensive benefits portfolio that’s ready to support you for whatever life brings.

We are delighted to offer a suite of benefits when you join Cairn which include

• Competitive salary
• Performance related bonus
• Pension scheme with matching contributions
• Full health insurance with Irish Life health
• Annual salary review
• Continuous Professional development (CPD) programme & funding
• Paid maternity & paternity leave
• Free Cairn annual leave days
• Life assurance
• Income protection
• Employee Assistance Programme with VHI
• Tax saver - travel and bike to work
• Culture Committee
• Talent Development Programmes
• Approved Profit Sharing Scheme (APSS)

The Cairn purpose is to build sustainable communities where people can thrive.

At Cairn, it’s not what we build, it’s why we build. It’s about putting down a marker that will stand for generations to come. Creating new communities of connection and belonging for an Ireland where people can thrive. Reshaping, redefining, reinvigorating our place in the world. Building for people, progress, and potential. Because when Cairn build, it’s Built For Good.