Facilities & Summer Operations Administrator

Job Title: Facilities & Summer Operations Administrator
Location: Griffith College & Griffith Halls of Residence Dublin 8
Reports to: Facilities Manager and GHR Manager (dual reporting)

Overview

The Facilities & Summer Operations Administrator provides essential administrative and coordination support to both the Facilities Manager and the GHR Manager working closely with the wider campus operations team at Griffith College and Griffith Halls of Residence (GHR). The role reports jointly to the Facilities Manager and GHR Manager with day-to-day priorities agreed between both managers in line with operational needs.

This role is ideal for a strong office administrator or junior personal assistant who enjoys organising information managing schedules following up on tasks and keeping systems and paperwork in good order. The post holder will help to coordinate maintenance requests contractor visits housekeeping schedules reservations and compliance documentation ensuring that key actions are logged tracked and completed.

There is a particular focus on supporting GHR Summer Operations where the Administrator helps to coordinate maintenance and housekeeping activity reservations channel manager changes and yield documentation within a 5-out-of-7-day roster during the peak summer period.

The successful candidate will be organised detail-focused and confident using IT systems with excellent communication skills and a strong commitment to service efficiency and a safe welcoming environment for students residents staff and visitors.

Key Responsibilities

1. Administrative & Coordination Support

• Provide day-to-day administrative support to the Facilities Manager GHR and Facilities team (Maintenance Housekeeping and Security).
• Act as a central point of contact for facilities-related queries ensuring requests are captured logged and directed to the appropriate person or team.
• Manage shared inboxes phone queries and internal requests ensuring professional and timely responses.
• Support diary management meeting scheduling and event coordination for Facilities- and GHR-related activities (e.g. contractor visits inspections internal meetings).
• Prepare agendas take minutes and follow up on agreed actions for Facilities and GHR meetings.
  
  

2. Task Logging Tracking & Systems

• Log maintenance and housekeeping requests into the relevant systems or trackers ensuring accurate and up-to-date records.
• Track open tasks follow up with team members or contractors and update status to ensure timely completion.
• Maintain digital and paper files relating to Facilities and GHR operations (e.g. reports certificates service documentation contractor details) including documentation required for audits and inspections.
• Assist with producing simple reports or summaries from task lists and logs (e.g. open jobs completed work upcoming planned maintenance).
• Help to keep key databases spreadsheets and contact lists organised and up to date.
  
  

3. Contractor & Service Coordination

• Assist in scheduling contractor visits and service appointments in line with operational needs and academic/summer calendars.
• Issue and collect relevant documentation from contractors (e.g. service reports attendance sheets permits sign-in/out records).
• Support communication with contractors before and after visits to confirm arrangements access requirements and follow-up actions.
• Help ensure contractors are aware of basic site procedures and that essential documents are captured and filed.
  
  

4. Documentation Compliance & Health & Safety Support

• Support the Facilities Manager in maintaining organised records relating to statutory inspections servicing and safety checks (e.g. fire systems lifts alarms).
• Assist with preparing and updating checklists forms and standard operating procedures for Facilities and GHR.
• Help collate information for audits inspections or internal reviews by locating and organising required documentation.
• Contribute to simple risk assessment paperwork or checklists under the guidance of the Facilities Manager and/or GHR Manager as appropriate.
  
  

5. GHR Summer Operations Support

• Provide administrative and coordination support for GHR Summer Operations including Maintenance Housekeeping and in-house Laundry.
• Work on a 5-out-of-7-day roster during the peak summer period to support group arrivals and departures room turnaround planning and short-stay operational needs.
• Take responsibility for inputting summer accommodation reservations into the Mercury system and allocating rooms/apartments in line with booking details operational priorities and agreed allocation plans.
• Action administrative changes in the channel manager and related systems (e.g. opening/closing dates or room types updating restrictions or stay controls) as instructed by the GHR Manager.
• Maintain and update summer accommodation yield strategy documentation on an ongoing basis ensuring rate changes restrictions and key events are accurately recorded version-controlled and filed for reference.
• Assist with preparing and updating summer schedules checklists and room/apartment status trackers.
• Coordinate communication between the Accommodation Office Housekeeping and Maintenance teams to support smooth guest transitions and apartment readiness.

6. General

• Support readiness for emergency response situations by ensuring relevant contact lists documents and procedures are accessible up to date and filed appropriately.
• Assist with internal communication to campus teams about planned works disruptions or key facilities updates.
• Carry out additional reasonable duties related to Facilities and GHR Summer Operations in line with operational needs and as directed by the Facilities Manager and/or GHR Manager.

Person Specification

Essential

• Experience in an administrative office coordinator or junior personal assistant role.
• Strong organisational skills with the ability to prioritise tasks and manage multiple deadlines.
• Confident user of IT systems including Microsoft Outlook Word and Excel (or equivalent).
• Comfortable learning and working with booking or reservations systems (e.g. PMS channel manager or similar platforms).
• Excellent attention to detail particularly in record-keeping data entry and document preparation.
• Strong written and verbal communication skills with a professional and friendly manner.
• Proven ability to follow up on actions chase outstanding items and keep others updated.
• Comfortable working with colleagues at different levels and with external contractors/suppliers.
• A proactive reliable approach with a focus on service and supporting a positive campus environment.
  

Desirable

• Experience working in a facilities property hotel student accommodation or campus environment.
• Experience coordinating contractors maintenance requests or similar operations.
• Experience with a property management system (PMS) channel manager or reservations platform (e.g. hotel or student accommodation system).
• Basic awareness of Health & Safety principles in a workplace or campus setting.

Contract & Working Pattern

• Contract type: Full-time
• Hours of work:37.5 hours per week
• Working pattern:
  • Standard pattern during non-summer periods (e.g. primarily MondayFriday subject to operational needs).
  • 5-out-of-7-day roster during the GHR summer period which may include some weekend work scheduled in advance.

Why Work for Griffith College & GHR

Why join us

At Griffith College and Griffith Halls of Residence youll work on a historic seven-acre Dublin campus while being part of a busy hospitality-style environment in GHR. During the academic year youll support a vibrant student community; in summer youll help deliver short-stay accommodation for international language schools tour groups and visitors gaining hands-on experience of hotel-style operations and revenue management 2025 GHR achieved gold accreditation in Fáilte Irelands Employer Excellence Awards recognising our commitment to staff experience workplace culture and continuous improvement. Youll benefit from strong CPD opportunities a supportive multicultural workplace and a wide range of practical staff benefits.

Staff Benefits & Environment

Griffith College benefits include:

• Competitive salary package.
• Access to the Colleges pension scheme.
• Access to health care plans for employees and their families.
• Onsite subsidised restaurant*.
• Free parking facilities*.
• Historical premises seven-acre campus on Dublins South Circular Road.
• Access to onsite fitness equipment.
• Access to ongoing Continuing Professional Development (CPD) programmes up to Masters degree level.
• Access to career development supports.
• Opportunities for staff mobility through Erasmus and other mobility programmes.
• Vibrant multidisciplinary and multicultural learning environment.
• Inclusive and diverse community.
• Innovative and agile place to work.
• Welcoming environment committed to learner and staff development.
• Mental Health and Wellbeing supports available.
• Member of the national Bike to Work scheme.
• Staff discounts and offers from a wide range of retailers and service providers.

Whats unique about GHR and summer operations:

• Experience a hotel-style short-stay operation within a higher education campus.
• Work with international groups language schools and tour operators during the busy summer period.
• Get exposure to practical yield and reservations administration (Mercury channel manager allocations) in a real operational environment.
• Be part of a close-knit team that collaborates across Facilities Accommodation Housekeeping and Maintenance to deliver a high-quality guest and resident experience.
• Staff Social Club with regular events*.
• Year-round staff social and wellbeing events: BBQs coffee mornings wellness talks EDI events and more.

*Benefits marked with an asterisk apply to the Dublin campus on South Circular Road.

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