Administration and Operations Coordinator
We are hiring an Administration and Operations Coordinator to support our teams by providing day-to-day administrative support and practical operational support.
Are you passionate about working with people and interested in a role that directly supports the day-to-day running of a dynamic cultural organisation in Dublin? If so, then we are looking for you!
We are seeking an Administration and Operations Coordinator to help achieve our ambitious aim to connect the citizens of Dublin through culture and conversation. Dublin City Council Culture Company runs cultural initiatives and buildings across the city with, and for, the people of Dublin. The Operations department is responsible for supporting the work of the company. Its main areas of focus are Human Resources management, Building Maintenance, Health and Safety management, Governance, Procurement, Compliance, and Collections Management.
The Administration and Operations Coordinator will support the department in its various functions as well as completing their own task list. This role will provide administrative support to all aspects of the Operations Department and is therefore ideal for anyone interested in learning the width and breadth of a busy operations department.
Function and role specification:
This role is part of the Operations department and reports directly to the General Manager. The Administration and Operations Coordinator will play a key role in ensuring the smooth day-to-day running of our offices and buildings, by providing general administrative support and practical operational support to our programmes and departments.
Some of what you’ll be doing:
* As directed by the Head of Operations, ensure official paperwork is done in a timely manner.
* Arrange Purchase Order numbers, quotations, and invoices in line with the financial procedures of the company.
* Assist in the filing of procurement records.
* Arrange and complete monthly stock level checks and any purchasing as needed for general office equipment including stationery, cleaning products, kitchen materials, or facilities management.
* Assist in the updating of the company customer record management system (Insightly) for the Operations Department, promoting its use and improving connectivity across the organisation.
* Arrange post, couriers, or deliveries as requested.
* Manage company email addresses and, with instruction from the HR and Staff Development Manager, administer company devices.
* Work with the HR and Staff Development Manager to ensure HR records are up to date and complete. These will include HR trackers, time sheets, and other records as used by the company for HR.
* Support the administration of the schedules, invoicing, and visit of external facilities companies for regular maintenance works.
* Support in the research and administration surrounding the engagement of new suppliers.
* Any other administration work or errands that have been reasonably requested by the Operations team.
Role requirements:
Essential criteria:
* Minimum of two years of administration, office management, or equivalent experience.
* Exceptional administrative and organisational skills.
* Proficiency across Google Workspace (Gmail, G Drive, Google Docs, Google Sheets, Google Meet, Google Chat).
* Excellent verbal and written communication skills with proficient typing skills.
* Accuracy and attention to detail.
* An understanding of the work of Dublin City Council Culture Company and its ambitions.
* An interest in culture.
* The ability to prioritise workload, multitask, and organise around different schedules.
Person specification:
The ideal person for this role will be:
* Communicative with excellent interpersonal skills, with experience in working across a multidisciplinary team and with a wide range of suppliers.
* Self-confident and with a willingness to learn.
* A skilled diary manager, with the ability to coordinate and schedule as required.
* Accountable and reliable.
* An excellent multitasker with the ability to prioritise when needed.
Applications are now invited from applicants who meet these published requirements. Applications must include the following:
* CV, including the names and contact details of two referees. Referees will not be contacted without prior permission.
* A one-page letter citing your specific skills, knowledge, and experience relevant to the role specification and requirements.
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