Temporary Quality Administrator, Oranmore, Galway, VAC-11980
Closing date for applications is Tuesday, 17th December 2024.
Job Overview
This position supports the Corporate Services Group with a specific focus on the Procurement and Tendering Team. The Temporary Quality Administrator will ensure tender files for 2023 and 2024 are fully updated and audit-ready. The role involves reviewing and updating tender registers, verifying documents, and resolving discrepancies. Key tasks include contacting staff for missing internal documents and liaising with suppliers for required certifications or backup materials.
The position requires a detail-oriented administrator who is immediately available and skilled in technical tools and communication. Precise attention to detail and organisational skills are essential to completing tasks efficiently within the project timeline.
Duties
- Review and Update Tender Registers: Ensure all tender records for 2023 and 2024 are accurate and complete.
- Audit Preparation: Identify and address gaps in documentation to make tender files audit-ready.
- Document Management: Update and organise Requests for Tenders (RFTs) and associated files.
- Staff Liaison: Chase internal staff for missing documents to complete the tender register.
- Supplier Communication: Contact suppliers to gather missing documents, such as insurance certificates.
Software Skills
Candidates for this role will utilise the following tools and systems:
- Microsoft Excel, Word, and Outlook: For data management, document updates, and communication.
- eTenders (Ireland): To access and update tender and procurement records.
- Adobe Acrobat: For PDF editing and preparing audit-ready files.
- Cloud Storage Solutions: SharePoint and Google Drive for organising and managing tender documentation.
- File Management Systems: Ensuring proper version control and easy retrieval of documents.
Requirements for this Role
- Immediately Available: Ready to begin on Monday, 6th January 2025.
- Technical Proficiency:
- Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook).
- Experience with eTenders (Ireland) and other procurement platforms.
- Familiarity with PDF editing tools (Adobe Acrobat).
- Knowledge of cloud storage solutions (SharePoint, Google Drive).
- Ability to learn and adapt to new software and systems.
- Attention to Detail: Ensures precision in tender reviews and correspondence.
- Written Communication Skills: Capable of drafting professional and accurate documents.
- Proactive Follow-Up: Comfortable chasing staff for missing documents when registers are incomplete.
Application Process
Submit your CV and a cover letter outlining your relevant experience and qualifications by Tuesday, 17th December 2025. Applications should confirm immediate availability and address the key requirements listed above.
Start date: Monday, 6th January 2025
End date: Friday, 27th June 2025
Only shortlisted candidates will be contacted. All applicant data will be handled in compliance with privacy and data protection laws. This is an excellent opportunity to contribute to a key administrative project within a professional and focused environment.
