Job Description

Office Administrator/ Office Manager - Document Controller

Office based role in 5 Edward Street, Newry, BT35 6AN

Company overview:

Johnston Fitout

, where we specialise in delivering premium commercial interiors that are innovative, sustainable, and visionary. With over 75 years of industry expertise, we are passionate about delivering bespoke spaces that inspire and enable our clients to meet their objectives efficiently. We have a dedicated and valued team that delivers traditional, contemporary, and urban chic spaces within budget and on time.

We are part of the Johnston Fitout Group, known for turn-key Fitout solutions

.

www.jsfitout.ie

Role Description:

We are seeking a detail-oriented, proactive Office Administrator / Manager to manage daily administrative tasks with a strong emphasis on document control and project compliance. The successful candidate will play a key role in organising project documentation, maintaining system integrity, and supporting company efforts towards regulatory and quality certifications.

Main Duties & Responsibilities

(this is not an exhaustive list)

Document Control & System Management

File project documentation accurately within designated digital system & physical folders Streamline and improve document storage and retrieval processes across the team Maintain version control and ensure proper access permissions for sensitive files Collaborate with the team to ensure documentation flows smoothly and supports operational needs

Project Documentation & Compliance

Compile and format comprehensive Operations & Maintenance (O&M) manuals post-project completion Assist with organising and maintaining paperwork and certifications required for ongoing and completed projects Support efforts in achieving and maintaining ISO accreditations by coordinating required documentation Aid in preparing and submitting Pre-Qualification Questionnaires (PQQs) for tenders and project bids Support audits and inspections by retrieving and organising required files

Office Administration

Provide administrative support to office staff and project teams Assist with general office duties such as data entry, purchasing, and communications Book travel and accommodation; reconcile related expenses Organise meetings, manage agendas, and take minutes when required Prepare reports, presentations, and conduct research Maintain and update databases, scan, print, and file documents Monitor and order office supplies; manage inventory Process expenses, raise purchase orders, and manage invoices Liaise with stakeholders across Johnston Fitout Group Support general admin tasks and handle ad-hoc duties as needed

Requirements for the role

Good understanding of Construction/ Fitout industry is an advantage Experience creating structured documentation like O&M manuals and managing digital filing systems Familiarity with ISO standards, and PQQ submissions is highly desirable Minimum of 2 years' experience in office administration, preferably with document control duties Proficiency in Microsoft Office Suite (especially Excel & PowerPoint) Excellent organisational skills with ability to multi-task in a busy environment Strong communication skills both written and oral with good interpersonal skills Always maintain professionalism and discretion A good work ethic and a positive, can-do attitude in your approach to work Ability to work on your own initiative and equally as part of a team Full clean drivers' license is an advantage or reliable commute to work Must be eligible to work in Northern Ireland and willing to travel nationwide/ internationally, if required
Job Types: Full-time, Permanent

Pay: 26,000.00-30,000.00 per year

Benefits:

Company events Company pension Health & wellbeing programme On-site parking Store discount
Ability to commute/relocate:

Newry: reliably commute or plan to relocate before starting work (preferred)
Experience:

Office administration: 2 years (preferred) Construction/ Fitout industry : 2 years (preferred)
Work authorisation:

United Kingdom (required)
Work Location: In person

Reference ID: Office Administrator/ Office Manager - Document Controller