Office Coordinator

3 weeks ago

Dublin, Dublin City, Ireland Dalata Hotel Group Full time

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Job Title: Office Coordinator

Department: Office of the CEO

Responsible To: Executive Support Manager

Location: Termini, Dalata Hotel Group – Sandyford, D18

Hours of work: 9am to 5.30pm Monday to Friday – This role is an office-based role

Overview

This is a key position within the Central Office Support Team, providing front-of-house and administrative support while liaising closely with senior executives across all areas of the business. The role requires a proactive, professional, and welcoming individual who thrives in a fast-paced environment.

Key Responsibilities

Reception & Front-of-House

Manage all incoming calls, ensuring they are professionally answered, transferred appropriately, or messages taken.
Welcome and assist all office visitors, guests, and suppliers.
Maintain office logs and daily visitor logs.
Coordinate deliveries and manage courier services.

Meeting Room Coordination

Prepare meeting rooms, including setting up equipment and refreshments for meetings, breaks, and lunches.
Greet and assist meeting guests.
Liaise with hotels for departmental bookings and meeting requirements.
Coordinate visits from external contractors (e.g., auditors).
Provide flexibility in working hours as needed to support meeting schedules.

Group General Manager Support

Provide administrative support to Group General Managers across Clayton and Maldron Hotels in Ireland, the UK, and Europe.
Assist in the preparation of presentations, reports, and the distribution of business information.
Maintain accurate records of Group General Managers' annual leave and ensure up-to-date tracking.

Health & Safety Compliance

Act as a first aider (training provided if necessary); ensure cover is maintained at all times.
Conduct weekly stock takes and replenish first aid supplies.
Perform weekly checks on defibrillator and associated equipment.
Assist with quarterly fire drills.
Complete all required Health & Safety checks and reporting; training to be provided as an H&S Officer.

Facilities Coordination & General Support

Manage and update Facilities mail groups, ensuring onboarding and leaver processes are accurately maintained.
Follow up with hotels and collate responses to Facilities-related queries.
Request and maintain updated insurance documents from Central Contract Suppliers.
Monitor and follow up on the completion of Electrical Inspection Remedials across hotel properties.
Assist in the planning and coordination of the annual Facilities Management (FM) Forum.

Energy Management

Follow up with hotels for the timely submission of manual meter readings at month-end.
Send compliance reminders for meter readings on the first business day of each month.
Monitor and review data quality within the MRI Energy platform, identifying and addressing any gaps.

Invoicing & Procurement Support

Maintain invoice tracking via Zendesk.
Raise annual R&M Central Contract Purchase Orders in Procure Wizard.
Review and receipt invoices against corresponding Purchase Orders.
Raise ad-hoc Purchase Orders as required throughout the year.
Prepare and send cross-charge templates to Accounts Payable for mid-year hotel cost allocations.
Escalate and resolve issues arising with invoices in a timely manner.

General Office Administration

Track and manage customer complaints, ensuring appropriate follow-up with hotels and Group General Managers.
Manage shared email inboxes (info@dalata/clayton/maldron), ensuring timely and professional responses.
Take accurate minutes at meetings as needed.
Maintain the office environment to a high standard—clean, tidy, and well-presented.
Oversee day-to-day office operations to ensure all functional needs are met.
Manage stock and supplies for the office, including stationery, refreshments, and kitchen essentials.
Handle incoming and outgoing post, ensuring correct distribution and postage supplies are maintained.
Maintain strict confidentiality with sensitive documentation and reports.

Additional Duties

Perform any other reasonable duties as required by the needs of the business.

Role Requirements

Minimum of 2 years' experience in a reception or administrative role.
Excellent organisational, communication, and interpersonal skills.
Proactive, professional, and adaptable with a positive, can-do attitude.
Warm, welcoming, and customer-service focused.
High attention to detail and confidentiality.
Business attire required.

Benefits

50% Off F&B in all properties
€/£60 employee rate on rooms for all Dalata-owned hotels
30% off Friends & Family rate
Extra AL day for every year worked (5 days to a maximum of 5 days)
Employee Assistance Programme.
Cycle to Work Scheme/Transport Schemes
Pension access (Ask your HR Manager for local pension information)
Development Opportunities through our Dalata Academy- support your career journey
Staff Appreciation Initiatives, fun team-building activities and regular charity events

About Us

Dalata Hotel Group – We bring the heart of hospitality to every hotel we own and operate. We view our growth and expansion plans as a means of spreading our unique approach to caring for our guests globally, bringing better experiences to more people. Currently, the Dalata difference can be felt at each of our hotels in Ireland, the UK, Germany & the Netherlands, and we'll keep expanding this further, focusing on key UK cities, Dublin, and Continental Europe.

Helping our people to grow and develop their careers is vitally important to us and is one of our highest priorities. We offer a range of exciting and unique internal development programs, each carefully designed to ensure our employees receive the necessary learning to advance in their careers.

Dalata Hotel Group Plc is an Inclusive Employer. We actively encourage people from all backgrounds and abilities to apply to be part of our team. However, we understand everyone's needs are different; therefore, if you require any accommodations with this application process, please highlight your needs when you are completing your application process.Seniority level

Seniority levelEntry level

Employment type

Employment typeFull-time

Job function

Job functionAdministrative
IndustriesHospitality

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