Office Administrator/Small Works Co-Ordinator

Position: Office Administrator/Small Works Co-Ordinator

Location: Wallace Contracts Ltd, Bangor

Responsible to: Wallace Contracts Ltd Senior Management

Contract type: Full-time, permanent

Salary: Competitive, based on experience

Working hours: Monday - Friday (09:00-17:00, including 60min break)

Why work for McQuillan Companies:

McQuillan Companies is a family-run business based in Northern Ireland, delivering a diverse range of construction, environmental and facilities management services across the public, private and commercial sectors. Our expertise spans civil engineering, road surfacing, demolition and quarrying, including the supply of premium aggregates and bituminous materials, alongside total waste management and accredited environmental testing. We also provide year-round outdoor and facilities maintenance services such as winter gritting, outdoor cleaning, landscaping, property restoration and insurance reinstatement. Together, these capabilities allow us to deliver comprehensive, fully coordinated solutions for our clients. As a growing company with a dynamic and supportive environment, we value diverse perspectives and are committed to creating a workplace where our people can thrive and build rewarding careers.

Wallace Contracts NI Ltd is a well-established, progressive company with over 30 years of continuous growth in delivering high-quality sports pitch and grounds maintenance services across Northern Ireland.

Employee Benefits:

• Competitive salary, commensurate with experience
• Pension Scheme
• Full provision of company uniform
• Working as a part of a dynamic group of professionals who excel at maintaining regulatory standards while fostering a supportive and welcoming environment
• Excellent development, learning and training opportunities
• Participation in a range of team building activities

Overall Objectives:

We seek to appoint an Office Administrator/Small Works Co-Ordinator to join our busy and expanding team within McQuillan Companies. If you are looking for a career opportunity within a growing business that includes a range of benefits, in a dynamic and engaging working environment then McQuillan Companies is the place for you. This role will require an individual with a 'can do' attitude, a commercial approach and demonstrable attention to detail. The successful candidate will report to Senior Management and must be hardworking, reliable and possess excellent communication and interpersonal skills. In return you will be awarded a competitive salary, variety within your role, the ability to build upon your existing experience within the profession and the opportunity to work within a friendly and supportive team.

Key Responsibilities:

• Receiving, processing and coordinating new work instructions via email, telephone and client portals
• Managing jobs from inception to completion, ensuring accurate job tracking and progress updates throughout the lifecycle of each project
• Monitoring job costs, preparing cost reconciliations and ensuring projects remain within agreed budgets
• Costing works and sourcing, ordering and tracking materials to support operational requirements
• Liaising daily with clients, subcontractors, suppliers and trades to coordinate works and maintain effective communication
• Updating and maintaining client portals, ensuring all documentation, progress reports and compliance information are accurate and submitted within required timescales
• Supporting Directors and Senior Managers with workflow planning, scheduling and operational administration
• Producing reports and management information to monitor workloads, job performance and operational KPIs
• Coordinating work schedules and assisting with resource planning to ensure projects are delivered efficiently
• Organising and participating in monthly team update meetings, recording actions and following up where required
• Maintaining accurate records, documentation and filing systems across multiple software platforms
• Providing general office administration and supporting the wider team as required

Essential Criteria:

• Previous experience in an office administration, work coordination or construction administration role
• Excellent IT skills with experience using Microsoft Office and cloud-based software systems
• Strong organisational skills with the ability to prioritise workloads and meet deadlines
• Experience of job costing, cost tracking or financial administration would be advantageous
• Excellent communication and interpersonal skills with the ability to build positive relationships with clients, suppliers, subcontractors and colleagues
• Confident working with multiple client portals and administrative systems
• A proactive, solution-focused approach with the ability to work independently and as part of a team
• Excellent attention to detail with strong numerical and administrative skills
• Professional, reliable and able to remain calm under pressure in a fast-paced environment
• Experience within the construction, facilities management or property maintenance sector would be desirable but is not essential

Closing date for all applications is: Tuesday 18th August 2026.

This job description should not be regarded as conclusive or definite. It is a guideline within which the individual jobholder works. It is not intended to be rigid or inflexible and may alter as the Company’s strategic direction changes.