Quality/Project Adminstrator

Quality Administrator \& Project Administrator

Location: Aeordrume Business Park, Rathcoole, Co. Dublin D24XW65
Contract: Permanent
Working pattern: Full\-time, On\-site Monday to Friday (8\.30am to 4\.45pm)

Role Overview

We are seeking a detail\-oriented and proactive Quality \& Project Administrator to join our team on a permanent basis. This is a pivotal role that sits at the intersection of quality management, supplier compliance, and operational administration. The successful candidate will own the day\-to\-day management of certifications, quality documentation, spec sheets, and compliance records. You will work closely with internal teams and suppliers to ensure the collected documentation records are accurate, complete, and up to date.

This role suits someone who enjoys spearheading projects, drives accountability, takes ownership and ensures standards are maintained and continuously improved.

Key Responsibilities

1\. Certification Management

• Ensure all supplier and product certificates are maintained and kept up to date


• Proactively follow up with suppliers to obtain valid and updated certificates in a timely manner


• Maintain and update certification records using the company's certificate management system


• Use Excel to track expiry dates, flag upcoming renewals, and produce certification status reports for management


• A basic understanding of quality documentation is beneficial and will support faster onboarding, but is not essential

2\. Production Specifications \& Supporting Documentation

• Liaise with suppliers to obtain complete product specifications and all supporting documentation


• Review received data for completeness and accuracy, and follow up on any gaps or discrepancies


• Cross\-check received specifications against actual products stored in\-house — this involves regular hands\-on interaction with products and packaging


• Maintain organised Excel\-based records of specification status across the product range, and escalate outstanding items proactively

3\. Customer Documentation Support

• Respond to customer queries relating to product specifications and certification requirements promptly and professionally


• Retrieve and provide accurate documentation in a timely manner


• Maintain records of customer documentation requests and response times to support service quality monitoring


• Escalate technical queries to the Quality or NPD team where required

4\. Sample Coordination

• Arrange product samples with suppliers and internal teams in line with business requirements


• Organise and track product sample shipments and status from request through to receipt and sign\-off


• Maintain organised records of all sample activities, using Excel trackers to monitor progress and outcomes

5\. Product Testing Administration

• Support the administration of pre\-production, post\-production, and goods\-in product testing


• Maintain accurate testing records and documentation files, ensuring full traceability


• Compile testing data in Excel and promptly flag any out\-of\-specification results to the management


• Ensure all records are filed correctly and are accessible for internal and external audits

6\. EUDR Compliance Support

• Follow up with suppliers to collect EUDR\-related information and documentation


• Maintain organised records supporting EUDR compliance activities on the company's EUDR platform


• Track supplier EUDR submission status, flag outstanding items, and escalate as needed


• Demonstrate initiative and a willingness to keep up to date with evolving EUDR requirements

Essential Skills \& Experience

The candidate must hold valid permission to work full time in Ireland.

· Minimum 3 years’ experience in an administrative role, ideally in a qualty or project management function.

· Excellent organisational and time management skills, with the ability to manage competing priorities to tight deadlines

· Strong attention to detail and a methodical approach to data entry and document management

· Confident communicating with suppliers and internal stakeholders

· Comfortable working independently and using initiative to resolve issues

· Good understanding of Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, and formulas

· Familiarity with ERP or stock management software

· Knowledge of packaging compliance standards is an advantage, but not essential

Note: Limited public transport options can impact timely commuting \- free onsite parking is provdided

.What We Offer

• Exposure to quality, compliance, and project work


• Supportive team environment \- Collaborative, professional working culture


• Company Wellness Programme and EAP

How to Apply

To apply for this position, please submit the following:

• Your up\-to\-date CV


• A cover letter that specifically addresses the three points below

1\. Relevant experience: Describe your experience in quality management, compliance administration, project mgt. admin or a similar role. Please explain how your background directly relates to this position and give one or two specific examples of responsibilities you have held that are relevant to this role.

2\. Years of experience in a similar industry: Please state how many years you have worked in a related sector (e.g. food service, catering supplies, FMCG, wholesale, or packaging). If you do not have direct industry experience, explain which transferable skills from your background you believe are most applicable.

3\. Commute \& transport: Our office is located in Rathcoole, Co. Dublin D24XW65 and has limited accessibility to public transport. Please confirm that you are confident in your ability to commute and attend our offices in person, Monday to Friday 0830 to 16\.45

*Note: Only applications witth a cover letter, that addresses all three points above will be progressed. Please keep your cover letter concise (one page maximum).*

Pay: From €33,000\.00 per year

Benefits:

• Employee assistance program


• On\-site parking

Ability to commute/relocate:

• Rathcoole, County Dublin: reliably commute or plan to relocate before starting work (required)

Work authorisation:

• Ireland (preferred)

Work Location: In person

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