Admin Co-Ordinator

JOIN US IN MAKING A REAL DIFFERENCE TO THE WORLD WE LIVE IN!

 

Who are ENCYCLIS?

ENCYCLIS, (formally known as Covanta Europe), is a leader in the energy from waste industry and we are looking for our next talented individual to join us on our continuous mission of achieving brilliant things!

We generate sustainable electricity for homes and businesses from non-recyclable waste. The ash from the process is also recycled to become building materials, and metals are recovered for re-use.

Our facilities are some of the most advanced in the world! They boast new, state of the art equipment and tools, ensuring safety is at the heart and its people are set up for success.

You will be joining a team of highly skilled, diverse individuals and a business that applauds their successes, loves idea sharing and values its people.

We offer fantastic benefits here!

Where you will be working

Encyclis Operations Ireland is based in Dublin 4 at the Dublin Waster to Energy Facility.

The office offers a light and modern working environment and supports the flexible working of our staff.

We encourage all applicants to apply as soon as possible as we may close vacancies early if we receive a high number of applications.

The Administrative Coordinator is responsible for the effective delivery of all office functions within the Administration office in Dublin. The Admin Coordinator reports directly into the Plant Manager.

• Ownership and leadership of all site administration activities including; admin support to the site management team; leadership of Company Document Management Systems at a site level; effective delegation and supervision to ensure policies, routines and good working practices are correctly implemented and adhered to.

• Admin office security and access control measures. Ownership of attendance monitoring and reporting package. Management of access card processes. Ownership of site signage.

• Ownership of Admin office cleaning contracts to ensure office spaces are managed in a way which ensures cleanliness, hygiene, compliance with fire safety regulations, promotion of company sustainability objectives.

• Management of site laundry contracts and facilities; management of PPE ready-use lockers within the Admin Block to ensure they are stocked appropriately.

• Coordination of maintenance requests for domestic issues within the Admin Block.

• Purchasing, supplier account setups, raising requisitions, outage tender process admin.

• Management of the site’s Consolidated Action Tracker to include regular progress reviews and updates with all relevant staff.

• Responsible for coordination of new starter onboarding processes – issue of PPE, radio, lockers, pass etc.

• Supporting outage activities in coordination with other managers.

• Supporting the H&S Manager and Environmental Manager with workstreams related to audit preparation, investigation reporting, insurance administration, statutory risk assessments.

• Supporting administration of the site training needs.

• Support department heads and section leads with team-building initiatives, and take a lead role in promoting site community initiatives and company-wide initiatives, such as STRIVE. Responsible for communicating corporate, regional, community and facility announcements.

• Work with members of the wider corporate team, as agreed with the Facility Manager.

• Coordination of relationships and partnerships with local service providers. Ownership of initiatives such as “Meet and Greet” on a recurring basis for local businesses.

Additional Responsibilities:

• Coordinate and develop the admin function across new Encyclis facilities, to ensure they are setup for success, as agreed with the Facility Manager.

Qualification & Experience Requirements:

Essential

• A strong background in office management, or related duties.
• Expertise in the effective management of Document Management Systems to include SharePoint. Superuser level expected.
• Experience with managing office workflow to include data entry, updating reports for personnel, financial and training purposes.
• Experience with engagement and coordination of contractors and building-services providers.

Desirable

• The candidate has 10 years administration experience within a large facility and international organisation.
• Experience using Microsoft systems, including platforms such as Microsoft Dynamics 365 and Teams.

Specific Skills Required:

• The candidate must be a highly skilled communicator and influencer for all internal and external stakeholders.
• High levels of accuracy and detail with the ability to read, analyse, and interpret general documentation.
• Excellent English in terms of written and verbal communication.
• High levels of IT literacy with a strong background in Word and Excel spreadsheets.
• The ability to accurately record meetings and conferences.
• Ability to write reports and effectively present to the Facility Team.
• Ability to manage projects and service contracts.

Other Required Skills & Abilities:

• Ability to take appropriate safe action to prevent injury.
• Ability to motivate employees and maintain high levels of morale.
• Ability to influence at every level within Encyclis and external stakeholders.
• Strong organising skills involving a multi-disciplined team.
• Performance driven with the ability to deliver added value.

This job description gives a detailed overview of the key duties, responsibilities and requirements of the role. These may change from time to time or develop, depending on the needs of the business and you may be required to carry out duties that are not detailed.