Office Administrator & Document Controller

Background

At Nicholas O'Dwyer, sustainability is at the core of our work. If you are looking to advance your career in a socially responsible company, which has a proven track record over 90 years, and is committed to creating a sustainable planet, we invite you to be part of our team.

Our mission is to provide innovative and reliable solutions using cutting edge technology and expertise, to ensure project success and employee satisfaction. We deliver infrastructure projects in water, wastewater, transportation, civil and structural engineering, flood protection, and energy including renewables. With headquarters in Ireland, we also operate in the UK, Europe, the Middle East, and Africa.

As part of the RSK Group, an amalgamation of over 200 companies with more than 15,000 employees, we benefit from a global network of opportunities while retaining our brand and autonomy.

Project Overview

Nicholas O’Dwyer is providing Technical Assistance and Supervision services for a key water and wastewater infrastructure projects across the Gaziantep, Adıyaman, and Kilis provinces in Turkey. The programme includes the design, construction supervision, and operational planning of drinking water and wastewater treatment plants, pumping stations, and network rehabilitation. The work places a strong emphasis on sustainability, institutional capacity building, and resilience.

About the Role

Nicholas O'Dwyer is seeking an Office Administrator & Document Controller for the technical assistance and supervision services. They will provide administrative support and manage project documentation. This position ensures the smooth day-to-day operation of the project office, while maintaining accurate, organised and compliant document control systems. The ideal candidate will be highly organised, detailed-oriented and capable of working in a fast-paced and deadline-driven environment.

Main Duties and Responsibilities

• Manage and maintain an organised system for documents, ensuring accuracy, completeness, and adherence to company standards / Project Quality Plan.
• Oversee the document lifecycle, including creation, revision, review, approval, and archiving.
• Collaborate with project teams to collect, review, and organize documents required for the project.
• Assist in the preparation of reports, presentations, and administrative materials as needed.
• Liaise with stakeholders from different regions to ensure timely submission and approval of necessary project documentation.
• Support administrative tasks, including scheduling meetings, coordinating travel arrangements, accommodation, and managing calendars.
• Support administrative tasks related to the Gaziantep office including local registrations and interactions with local institutions.
• Provide timely document-related support to project managers and team members.
• Coordinate local staff and local teams, including logistics support.
• Management of Office Petty Cash / Office Expenditure / Assets.
• Translate documents or assist with interpretation.
• Manage office supplies and equipment, including procurement when necessary.
• Monitor sub-consultant invoices, payments, and expenses.
• Assist with the preparation of monthly financial reports and statements.

Knowledge, Skills and Experience Required

• Qualification in business, administration, International Relations, or a related field.
• Proven experience in document control, office administration, or a similar role. Preferably in engineering or construction projects.
• Exceptional organizational skills with keen attention to detail.
• Proficiency in document management software and Microsoft Office Suite.
• Excellent written and verbal communication skills, with an ability to interact effectively in a diverse international environment.
• Strong time management skills and the ability to prioritize tasks.
• Problem-solving mindset and proactive approach to addressing challenges.
• Professional Working Proficiency in English and Turkish.

Our mission is to deliver sustainable solutions that transform communities and bring about lasting positive change. Through a blend of expertise, innovation and global dedication, we envision a world where sustainable engineering protects growing communities.

Nicholas O’Dwyer provides professional services in engineering design, project management, environment and planning, construction supervision and technical and contract advisory. We are one of the most respected Irish consultancies operating in local and international markets, providing professional services to public- and private-sector clients.

Whether in Ireland, the UK or internationally, we understand and solve major challenges associated with delivering and adapting infrastructure for an increasing global population while maintaining a sustainable environment for future generations.

Nicholas O’Dwyer is part of the RSK Group, a leading integrated environmental, engineering, and technical services business providing dynamic, multidisciplinary services to a wide range of sectors. RSK was founded in 1989 and has grown considerably since then.

At RSK, we operate as a group of businesses that work together seamlessly, aiming for growth through diversification. Our strategy helps us build a strong and resilient business, capable of weathering external challenges, while also providing greater value to our clients and more opportunities for our employees.

Since the beginning, our philosophy has remained the same: employ, develop and reward talented individuals. People are crucial to our company, and we recognise that our success hinges on our colleagues' growth. We're committed to preserving RSK's people-first culture, promoting innovation, and fostering a supportive and caring environment for collaboration. At RSK, we want you to be part of our successes and help you reach your career aspirations. We take pride in offering employees fulfilling and challenging careers by promoting ongoing growth and empowering individuals to excel.

We are committed to fostering an inclusive workplace that welcomes individuals from all backgrounds, experiences, and perspectives. We firmly believe that embracing and celebrating the diversity in our workforce makes us a stronger and more innovative company.

If you're passionate about making a difference, join us as we work together to build a brighter, more equitable, and sustainable future for all. Do you have what it takes?