Commissioning Team Administrator

Job Title: Commissioning Team Administrator
Location: Dublin office supporting Ireland and Europe
Type: Permanent
Reporting to: European Commissioning Manager
About the Role
Provide organised, reliable administrative support to the European Commissioning Manager, Remote Commissioning Manager and Engineering Leads. Help engineers arrive at each job with the right information, travel arrangements and documentation, and keep team schedules, records and follow-up actions current.
The role supports Building Management System (BMS) commissioning across multiple projects, including data centre and pharmaceutical environments with detailed evidence and handover requirements. Work priorities are agreed with the European Commissioning Manager.
About Us
At Standard Control Systems, we partner with leaders in data centres, pharmaceutical companies and commercial sectors to optimise building performance. With over 40 years of experience, we deliver reliable Building Energy Management Systems tailored to each client’s requirements and support long-term partnerships throughout the life of their buildings.
Key Responsibilities
Labour scheduling and lookahead support
* Maintain commissioning labour schedules and rolling lookaheads through the company’s internal app, updating approved assignments, availability, leave, training and travel commitments.
* Collect and chase project requirements and progress updates from Project Managers and senior engineers. Record required dates, duration, location, skills, certifications and site readiness information.
* Prepare information for labour meetings, flag clashes, missing information and forecast resource gaps, and communicate agreed changes promptly. Refer allocation and priority decisions to the responsible manager.
Travel and mobilisation administration
* Coordinate flights, accommodation, hire cars and transfers with the existing office or travel booking team, obtaining approvals and arranging bookings within delegated authority.
* Issue clear itineraries and site contact details; check travel times against start dates, inductions and engineer rotations. Track changes, cancellations and outstanding confirmations.
* Arrange site inductions and access requests, collect required personnel and device information securely, and chase confirmations before mobilisation.
* Maintain visibility of required safety certificates and expiry dates, coordinating renewals with the appropriate safety or training team and escalating any gap affecting deployment.
Document control and engineer readiness
* Maintain orderly project folders, document registers, revision records and distribution lists in Teams, SharePoint and approved project platforms.
* Use an agreed pre-start checklist to assemble current approved drawings, control narratives, point schedules, trackers, test scripts, RAMS, permits where applicable, and relevant handover information.
* Confirm engineers can access the required documents before attending site. Identify missing, superseded or unapproved information and chase the responsible Project Manager or technical owner.
* Arrange project briefings and handovers, record outstanding prerequisites and notify managers of unresolved readiness gaps before planned deployment.
Commissioning evidence and project closeout support
* Collect, name, index and upload engineer-produced evidence, including completed test records, screenshots, photographs, witness records and sign-offs, in line with each project’s requirements.
* Maintain an evidence register showing required items, responsible engineer, due date, review status and upload status. Check administrative completeness, traceability, revisions and filing.
* Chase missing evidence and outstanding reviews, record submission receipts and comments, and escalate delays affecting witnessing, handover or commercial closeout.
* Compile evidence and handover packs from technically reviewed information. Track confirmation that required backups and configuration files have been stored by the responsible engineers.
Meetings communications and management support
* Schedule labour, senior commissioning, engineering and project coordination meetings; manage invitations, attendance lists, agendas and supporting papers.
* Take accurate minutes, prepare a clear record of decisions and actions with owners and due dates, obtain the chair’s review, and distribute approved minutes across the commissioning team as required.
* Maintain action logs, issue reminders, collect updates and prepare overdue items for escalation. Collate project and team updates for management reports without changing technical content.
Remote commissioning administration
* Maintain the remote commissioning and support request list, recording the project, requester, issue, required date, site contact and information needed by the Remote Commissioning Manager.
* Coordinate the manager-approved support rota and appointments, communicate availability and chase access readiness with site engineers, Project Managers and IT.
* Track assigned requests, updates and completion records, referring urgent or competing demands to the Remote Commissioning Manager for prioritisation.
* Maintain approved support guides, knowledge records and recurring training topics supplied by technical staff.
Process documentation training and team records
* Help managers create and format procedures, checklists, templates, presentations and briefing material for new processes. Maintain revision histories, arrange review and approval, and distribute approved versions.
* Track process rollout actions, briefings and acknowledgements; collect feedback and lessons learned for review by the process owner and Quality, Innovation and Learning team.
* Support onboarding and training administration through schedules, joining information, attendance records and reminders. Liaise with HR, safety, training and the Apprentice Liaison Engineer as appropriate.
* Collect outstanding timesheets and expense supporting information, check administrative completeness and route to authorised approvers and Accounts. Reflect approved absence in the labour schedule.
* Coordinate routine equipment or IT requests, returns and follow-up with existing owners when required. Maintain confidentiality and handle employee and client records through approved systems.
Authorities and Decision Rights
Maintain administrative records, chase agreed actions and issue approved information within agreed procedures and access permissions. Arrange travel and incur costs only within delegated limits.
Commissioning managers and Engineering Leads retain decisions on engineer competence, labour allocation, priorities, technical readiness and delivery. Engineers and technical reviewers retain responsibility for test results, technical accuracy, evidence acceptance, backups and sign-off. Safety, permit, HR, financial and commercial approvals remain with their authorised owners.
This role provides commissioning scheduling support. Ownership of contractual programmes, baseline schedules, critical path analysis, recovery plans and scheduling across design and installation departments remains with the relevant project and delivery managers.
Key Deliverables
* Current labour schedule, rolling lookahead and clear list of resource clashes or missing inputs.
* Confirmed travel and mobilisation information, with documented pre-start readiness gaps.
* Controlled project records, evidence registers and traceable submissions.
* Approved meeting minutes, action logs and concise management updates.
* Current remote support records, training administration and process rollout records.
Success Measures
Schedules and approved changes are updated by agreed deadlines; mobilisation requirements are checked before attendance; evidence and minutes are issued on time with accurat