Event and Operations Administrator

Job Title: Event and Operations Administrator

Reporting To: Conference Centre Sales Manager

Location: Griffith College Dublin Main Campus

Employment Type: Full-time / Permanent (subject to 6-month probationary period)

Job Summary:

As an Operations and Events Administrator for Griffith College you will be supporting our Commercial Business Development Manager; you will be responsible for the operational requirements of internal and external events and administration of sales in the area of room rentals Conference Centre & events across our Dublin Cork & Limerick campuses.

This is the ideal role for a Hospitality/ Administration graduate. Valuable experience will be gained in B2B hospitality operations customer service administration and event management. The executive will be responsible for developing relationships with existing and new clients.

You must be results-driven and be committed to creating the best possible experience in all facets of the clients experience including but not limited to the accurate administration of client accounts & customer service on event days.

Candidates with either Event Management Audio Visual or Office Administration experience preferred.

The successful executive will also gain practical experience in all aspects of business development email marketing social media website management online marketing and event management. You must also be a self-starter with strong organisational abilities and a sharp eye for detail.

During the first month of this role dedicated training will be provided and the days required to work will be Monday Friday 09:00-17:30. Thereafter the roles core hours will be Tuesday - Saturday 09:00-17:30; however flexibility is required. Some evening & Sunday cover will be required.

Job Responsibilities

Perform day-to-day activities and administration for the conference rental & event segments as follows:

Sales

• Answering incoming enquiry calls
• Responding to email enquiries
• Follow-up on possible leads as deemed necessary
• Carry out campus tours with prospective clients
• Provide clients all necessary booking paperwork including booking forms and policies.

Event Administration and Operational Support

• Provide full operational support for the Conference Centre/ College rooms at agreed hours and evenings when necessary
• Management and admin of all bookings from external clients
• Point of contact for client needs and issues regarding rooms
• Support for lectures taking place in the Auditorium (IT/audio-visual)
• Room booking audits to ensure internal system is kept up-to-date
• Aid when necessary with room set-up per client request
• Liaising with GCD staff to meet external room requirements expectations
• Liaise with security IT & Facilities for events and room bookings
• Update and maintain Upcoming Events Calendar
• Maintain a high-level of presentation for clients
• Minor A/V assistance for events (training provided)
• Ad-hoc room booking and management for internal faculties
• Manage the annual summer school season. Book classrooms offices and activity rooms in advance. Provide support to the summer school team where required
• Liaise with the room booking team in Cork for all event and classroom enquiries
• Assist with College induction & Graduation where required

Customer Satisfaction

• Ensure that clients experiences is maintained to the highest level
• Meet and greet clients on event dates
• Remain available to clients throughout the duration of their event
• Exceed the clients expectations on all aspects of their bookings

Accounts

• Invoicing of all clients
• Chasing payments on outstanding accounts
• Accurate tracking of purchase orders
• Accurate administration of all relevant documents in the Conference Centre office
• Ongoing sales administration
• Update where necessary the budgets for the Conference Centre

About Griffith College

Griffith College is a welcoming ambitious and people-focused institution where the quality of the working environment is shaped as much by the people as by the purpose. Across our campuses in Dublin Cork and Limerick colleagues work in supportive teams where professionalism mutual respect and collaboration are part of everyday life.

Founded in 1974 Griffith College is Irelands largest independent third-level institution with a community of over 8000 students across its campuses. The College delivers a broad range of undergraduate postgraduate and professional programmes across disciplines including business law computing journalism design and pharmaceutical science.

What sets Griffith apart is not only its commitment to high-quality education but the culture that underpins it. Staff regularly speak about the strength of the relationships they build here the trust between colleagues the willingness to support one another and the opportunity to contribute to an organisation that has meaningful impact on students from Ireland and internationally working alongside people who genuinely care about what they do and who they work with.

Our Vision

To be recognised among the leading innovative and socially enterprising of Irelands universities

Why work for Griffith College

• Competitive salary package
• Access to the Colleges pension scheme
• Access to healthcare plans for employees and their families
• Enhanced maternity leave pay

• Flexible working arrangements in line with the Colleges remote working policy
• Access to ongoing Continuing Professional Development (CPD) programmes up to Doctorate level
• Subsidised College programmes to support career development and upskilling.
• Opportunities for staff mobility through Erasmus and other international mobility programmes

• Mental Health and Wellbeing supports available
• Free weekly yoga classes
• Access to onsite fitness equipment
• Availability of green space on campus accessible to staff for sports and recreational activities
• Cycle to Work scheme

• Vibrant multidisciplinary and multicultural learning environment
• Inclusive and diverse community
• Innovative and agile place to work
• Welcoming environment committed to both learner and staff development
• Staff discounts and offers from a wide range of retailers and service providers
• Preferential accommodation rates during the summer period for staff and for friends and family of staff atGriffith Rooms
• Year-round staff social and wellbeing events including BBQs coffee mornings wellness talks EDI events and more

• Onsite subsidised restaurant
• Free parking facilities
• Staff Social Club with regular events

This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline of proposed areas of activity and will be amended in the light of the changing environment within the Faculty and the College.

Griffith College is an equal opportunities employer. Candidates must be eligible to work full-time for any employer in Ireland.

Required Experience:

Manager