JOB TITLE: Procurement and Administrative Support Officer
START DATE: Immediate
SALARY: €32,000–€38,000 gross per annum, depending on experience
LOCATION: The beautiful grounds of St Kieran’s College in the vibrant city of Kilkenny.
CONTRACT TYPE: This is a two-year fixed-term contract.
WORKING HOURS: Full time – Mon to Friday. 37.5 hours per week
APPLICATION DEADLINE: 15th June 2026
Person Specification
We are seeking a highly motivated and detail‑oriented individual with an interest in climate action to join our multidisciplinary team supporting the delivery of the Climate Action Plan 2030 across homes and communities in the South East Region.
The Procurement & Administrative Support role provides essential operational, administrative, and coordination support across procurement, grant administration, project delivery, HR processes, and ISO management systems. The position plays a key role in ensuring the smooth day‑to‑day operation of the Support Office by maintaining accurate records, managing documentation and correspondence, supporting compliance requirements, and assisting with internal systems and reporting.
Role Overview
Procurement & Tender Administration
· Download and manage tender and procurement documentation from relevant portals
· Prepare and issue administrative tender documentation, templates, declarations, and schedules
· Support procurement processes in line with organisational procedures and public procurement requirements
· Maintain procurement records, logs, and correspondence
· Assist with supplier documentation and contract administration as required
ISO, Quality & Compliance Support
· Provide administrative support for ISO management systems, including ISO 9001.
· Maintain controlled documents, registers, logs, and records in line with ISO requirements
· Support internal audits, corrective actions, and compliance tracking
· Ensure records are accurate, up to date, and readily accessible for audits and inspections
· Follow documented procedures and contribute to continuous improvement
HR Administration Support
· Provide HR administrative support under the direction of the Support Office Lead
· Assist with recruitment administration, onboarding documentation, and inductions
· Maintain HR records including leave, training, contracts, and personnel files
· Support with staff data reporting
· Assist with coordination of occupational health, H&S, and related services
Reporting and Documentation
- Regularly update on all customer engagement aspects of projects, including progress, deliverables.
- Maintain contact databases, meeting notes, action trackers, and event logistics
Data, Communications & Client Support
· Monitor and manage shared mailboxes, ensuring queries are triaged, logged, and responded to appropriately
· Enter and maintain lead and client data accurately in lead trackers and CRM systems
· Answer incoming phone calls from clients and stakeholders in a professional manner
· Record client queries, project information, and follow-up actions accurately
· Support the team with document management queries.
· Coordinate the issuing of contracts to homeowners and contractors, including correspondence, tracking returns, and maintaining accurate contract records.
Contract Administration and Documentation
· Maintain customer related grant and technical documentation during project delivery for upload to grant administrators
· Monitor customer documentation requirements and follow up on overdue or outstanding documents
· Ensure version control, accurate filing, and compliance with grant administrator requirements
· Maintain clear audit trails to support inspections, audits, and reporting
General Office & Travel Administration
· Book hotels, travel, and accommodation for staff and project activities
· Support meeting coordination, calendars, and scheduling
· Assist with office administration, filing, and record management
· Support other administrative tasks as required to ensure efficient office operations
Quality and Compliance
· Adhere to the company’s Quality Management System requirements, including performing work according to process documents, procedures, and maintaining necessary records.
· Understand and apply quality and environmental policy statements in all aspects of work.
· Ensure that the needs and requirements of the company’s customers are understood and delivered.
· Enhance the company’s internal processes and management system by reporting corrective actions, updates, and improvement ideas.
· Continuous improvement on advancements in retrofit materials, methods, and regulations.
Additional Responsibilities
- Perform additional duties as assigned by the Leadership Team, depending on the organisation’s workload
- ·Contribute to achieving the company’s objectives
The Ideal Candidate
Experience and qualifications
· Qualification in Business Administration, Procurement, Management, or a related discipline (Degree or equivalent experience)
· Proven experience in an administrative, procurement, or support role
· Experience managing documentation, records, and data accurately
· Excellent IT skills (Microsoft Office, SharePoint, document management systems)
· Strong organisational and time-management skills
· High attention to detail and accuracy
· Ability to work independently while supporting a wider team
Desirable
· Experience with procurement or tender administration
· Knowledge of ISO management systems (ISO 9001)
· Previous experience in relation to energy, data, building industry, construction etc is desirable, but not essential.
· Experience supporting grant-funded projects
· Familiarity with CRM or lead tracking systems
Key Competencies
· Strong administrative and organisational capability
· Clear written and verbal communication skills
· Ability to manage multiple tasks and deadlines
· Professional approach to internal and external stakeholders
· Problem-solving mindset and willingness to support continuous improvement
· Reliability, discretion, and attention to detail
How to Apply?
Please complete the Application Form available at http://www.southeastenergy.ie/careers and return it to Joanne Brennan at [email protected]. Use the subject line ‘Procurement and Administrative Support Officer” and tell us more about yourself, your experience/ambitions. Please also indicate your earliest available start date.
NOTE. If you do not wish that we contact current or past employers, please state so and explain the reasons in your letter of motivation. All applications will be treated confidentially and by respecting the privacy of the candidate. Applications that do not meet the deadline will be excluded.
*Please note: your CV may be attached but applications will only be considered if the application form is completed. South East Energy Agency is an equal opportunities employer.
All offers of employment are subject to satisfactory references and proof of the right to work in Ireland.
Pay: €32,000.00-€38,000.00 per year
Ability to commute/relocate:
- Kilkenny, County Kilkenny: reliably commute or plan to relocate before starting work (required)
Work authorisation:
Work Location: In person
