Site Administrator Manager

The Site Administrator Manager will provide strategic oversight and guidance to the Site Administration team, fostering a cohesive and collaborative environment while ensuring a consistent, high-quality approach to all administrative tasks and processes.

Key Responsibilities:

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

Site Integration & Management:

• Lead and coordinate the onboarding process for newly hired Site Administrators, ensuring they are fully supported as they adapt to the company’s systems, processes, and culture.
• Conduct comprehensive training sessions covering all core administrative responsibilities, with a focus on key systems like Zutec, CRM, and the DMS. Ensure continuous skill development and support for all Site Administrators.
• Work with Site Administrators to ensure that all new site team members have the equipment, system access, and tools needed from start date, including laptops, phones, email accounts, and software.
• Act as the primary point of contact for onboarding needs, assisting with IT support tickets and liaising with the IT team to resolve issues swiftly and minimize disruptions.
• Create and update materials, checklists, and guides to support the smooth integration of new Site Administrators and ensure alignment with company standards and best practices.
• Serve as a mentor and primary point of contact for Site Administrators, offering guidance and support not only during the initial integration phase but throughout their employment.
• Regularly assess the progress and performance of new Site Administrators, identifying any areas for improvement and arranging additional training or support as needed.
• Track and review the integration progress of new hires to ensure they are fully engaged and operational. Provide ongoing feedback and support to help them thrive in their roles.
• Work closely with Regional Managers and central support teams to incorporate updates or enhancements to integration and training processes, responding to system changes and feedback from employees.
• Promote a culture of collaboration, continuous learning, and knowledge sharing across the Site Administrator team, encouraging open communication and ongoing development.
• Diary Management for Regional Managers.

BCAR:

• Liaise with sub-contractors to ensure timely and accurate submission of ancillary certs for BCAR submissions.
• Filing of ancillary & commissioning certs onto the Document Management System (Zutec) to ensure homebond sign off.

Zutec:

• Obtain, organise & maintain subcontractor construction documents on Zutec.
• Be the first point of contact for Zutec related queries from both site team and subcontractors.
• Train subcontractors and site team on use of Zutec.
• Give users access to Zutec, ensure accurate granting of permissions.
• Ensure timely uploading of construction documents by subcontractors.
• Escalate system issues to DMS Admin Team.
• Create and maintain dashboard of subcontractor uploads for each house/apartment unit to assist with BCAR handover documentation and progress reporting.

Site Team:

• Document Controller: Following up on inspections, benchmarks, RFI’s and Tech Subs
• Management of SharePoint; uploads, weekly report
• Documenting whiteboard meeting, taking minutes and photograph
• Documenting site team meeting minutes, and follow up actions.
• Administrative support to site team as necessary; support with drawings, running reports
• Complete subcontractor site inductions and face recognition in the absence of Health and Safety.
• Prepare reports for order office inventory.
• Liaise with Utilities Coordinator to ensure timely and accurate handover of unit to purchaser.
• Update and maintain the CRM system

The Candidate:

• Minimum 4 years' experience in a Lead Administration capacity
• Strong organisational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.

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)
• Company vehicle (role dependent)

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.