Tendering & Procurement Administrator

About Coftec

Coftec, an Irish engineering firm based in Athenry, specialises in designing, manufacturing, installing, commissioning, and maintaining advanced water and wastewater treatment systems. Serving municipal and industrial markets, Coftec is part of the Coffey Group and brings almost five decades of industry experience, providing turnkey solutions from design through to long-term service, upholding the highest quality, safety, and regulatory standards.

Role Overview

Reporting to the Design, Products and Proposals Manager, the Tendering & Procurement Administrator plays a crucial role in managing tender submissions, supporting procurement functions including purchase orders and supplier liaison, and maintaining accurate stock records. This position ensures compliance with tender criteria, supports efficient acquisition processes, and facilitates effective inventory control to meet operational and project needs.

Key Responsibilities

• Assist in the compilation and preparation of tender documents and submissions.
• Ensure compliance with tender requirements, deadlines, and submission protocols.
• Maintain comprehensive tender registers and document control systems.
• Track and record tender outcomes systematically.
• Support procurement functions including sourcing quotations and engaging with suppliers to secure competitive pricing.
• Generate, issue, and manage purchase orders effectively.
• Monitor order progression to guarantee timely delivery of goods and services.
• Investigate and resolve any discrepancies involving purchase orders, deliveries, and supplier invoices.
• Maintain up-to-date supplier records and procurement documentation.
• Oversee inventory levels, coordinating material receipt, storage, distribution, and stock reconciliation.
• Conduct regular stock counts and inventory updates to ensure accuracy.
• Identify stock replenishment needs and coordinate ordering accordingly.
• Administer HSQE (Health, Safety, Quality, and Environment) documents.

Required Qualifications and Experience

• NFQ Level 6 qualification or higher in Business Studies, Supply Chain Management, Procurement, Logistics, Project Management, Engineering, or a related field. Equivalent relevant experience in tender administration and procurement support will also be considered.
• Previous experience in tendering, procurement, or inventory management.
• Solid understanding of purchase order processing and stock control methodologies.
• Strong attention to detail and accuracy in work.
• Proficiency in Microsoft Office suite, especially Excel.
• Ability to handle multiple priorities and adhere to strict deadlines.
• Experience with ERP systems, and procurement or inventory platforms is advantageous.
• Familiarity with procurement portals and tender submission platforms is beneficial.
• Valid work authorization to work in Ireland is required.

Core Competencies and Attributes

• Ability to work independently under guidance and escalate issues appropriately.
• Accountable for delivering assigned tasks accurately and reliably.
• Capable of resolving routine challenges using established procedures, seeking support when encountering atypical problems.
• Effective communicator within the immediate team, actively listening and asking pertinent questions.
• Proactively takes ownership of personal development, seeks feedback, and contributes constructively to team dynamics.
• Embodies company values through integrity and consistent professional behavior.
• Applies foundational knowledge and continuously learns relevant tools, processes, and standards.