Office Coordinator

Job Ref: DAL2513 Branch: Dalata Hotel Group - Central Office Location: Central Office / Dublin Salary/Benefits: Competitive Salary Contract type: Permanent Hours: Full Time Shift pattern: 9am to 5.30pm Monday to Friday - This role is an office-based role Hours per week: 39 Posted date: 08/08/2025 Closing date: 18/09/2025 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 (/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.
Dalata Hotel Group is Ireland's largest hotel group.
We're excited to be rapidly growing in the UK and have recently expanded into Continental Europe.
We have a large portfolio of wonderful hotels in over 17 cities, making Dalata Hotel Group your ideal choice for your next role in hospitality.
At Dalata, our ambition is to be as welcoming and rewarding to our staff as we are to our guests.
To be considered for this role you will be redirected to and must complete the application process on our careers page.
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