Operations Administrator New
3 weeks ago
A reputable organisation based in Dublin 4 is seeking for a new administrator to join their events team, this role will be fully onsite.
About the Role
To provide high level of professional administrative support to the Events team and contribute to the overall efficiency of day to day functions within the department. Due to the nature of event schedules, a flexible approach is required as role may involve some evening and weekend work. Time Off in Lieu is applicable to this position.
Key Responsibilities
· Create effective staff rosters and schedules in advance of upcoming events.
· Manage billboard schedule requirements for upcoming events.
· Creating the agenda for weekly Events Team meetings; accurate minute taking of action points for circulation.
· Support the Events Team to deliver extraordinary events like the Horse Show, Concerts, and Exhibitions.
· Liaise with suppliers and internal finance department to ensure all operational Purchase Orders (security, resourcing, cleaning services etc) are raised in line with Procurement Policy.
· Responsible for ordering and replenishing essential supplies such as office equipment, PPE gear and uniforms.
· Download and analyse weekly Blip clocking report for General Operative Event staff to ensure accurate and timely payment of wages.
· Identity any anomalies with Blip clocking report ensuring they are resolved on time to meet weekly payroll deadline.
· Establish and build good working relations with third-party suppliers, internal customers, and stakeholders.
· Recording potential insurance claims and maintaining associated paperwork.
· Assist with additional duties and requests as directed by Head of Event Delivery.
Personal Attributes
- Confident, credible and motivated person with the proven ability to work accurately under pressure to tight deadlines while maintain attention to detail;
- Proven ability to complete tasks in a detail-orientated, methodical and organised manner to agreed procedures;
- People orientated person, tactful and diplomatic enabling him/her to resolve difficult situations as they arise;
Experience
- Previous experience in operations role or similar position;
- Experience and proficiency using databases and Microsoft Office suite (Word, Excel & PowerPoint) essential;
Qualifications
Qualification in Hospitality or Business administration
Key Skills
- Excellent communication skills both written and oral;
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- Ability to adapt quickly to new technologies;
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- Excellent organisational, time management, and administration skills;
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- Strong analytical and problem solving skills;
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