Dublin City Council Culture Company is seeking a Facilities and Office Coordinator to join our team. This is a varied role that combines facilities coordination and office administration, ensuring our workplace operates efficiently, safely, and professionally while providing essential administrative support across the business. This is a key role in ensuring the smooth day-to-day running of our offices, staff services and buildings.

The successful candidate will be responsible for facilitating building maintenance access, supporting health and safety compliance, and overseeing day-to-day office operations. They will also provide administrative support, manage office resources, coordinate meetings and organise training.

This varied and active role combines office administration with hands-on facilities coordination and is ideal for someone who enjoys a diverse workload, takes initiative, and can confidently manage both operational and administrative responsibilities in a vibrant cultural organisation. Candidates should be highly organised and enjoy switching between tasks regularly as there are wide ranging responsibilities to cover in this role.

Person specification:

The ideal person for this role will be:

• Proactive with excellent interpersonal skills and the ability to work collaboratively across a multidisciplinary team, and with a wide range of suppliers.
• Highly organised with the ability to prioritise, coordinate and schedule as required.
• Flexible and resourceful, with the ability to switch between different types of tasks, take initiative and problem-solve.
• Accountable and responsible.
• Willing to work flexibly, including some evening / weekend work if required.

Essential criteria:

• Exceptional organisational and planning skills with a willingness to learn new systems and processes and a high level of attention to detail.
• Good time management with the ability to adapt to multiple priorities and task types independently and to problem-solve when needed.
• An understanding of the importance of GDPR when managing personal data.
• Excellent verbal and written communication skills with proficient typing skills and proficiency across Google Workspace (Gmail, G Drive, Google Docs, Google Sheets, Google Meet, Google Chat) and MS Office suite (Excel, Outlook, PowerPoint, SharePoint, Word).
• Ability to work effectively as part of a team and independently as required.

Desirable criteria:

• Previous administrative, customer service, retail, hospitality or office experience.
• A knowledge of facilities coordination and health and safety.
• Experience in placing orders and procurement.
• An understanding of the work of Dublin City Council Culture Company and its ambitions.

Responsibilities:

Candidates should be comfortable working on their feet for periods and undertaking regular manual handling tasks (such as room set up or stationary stock takes) as part of their day-to-day responsibilities.

Facilities Coordination

• Carrying out regular facilities inspections within the team.
• Organising and facilitating building suppliers for maintenance and repairs. Liaising with third party contractors and service providers to ensure work is completed to agreed standards. Maintaining accurate records of maintenance and service activities.
• Manage inventory and procurement of office supplies, furniture, facility-related equipment and first aid supplies.
• Support workplace moves, office set ups and spatial planning including setting up meeting rooms and workstations for staff activities.
• Coordinating deliveries, office supplies, equipment and materials across the sites.
• Providing Health and Safety support in terms of walk throughs, induction checklists and administration of training records.
• Assist with IT records management and device administration.
• Support sustainability and green office initiatives.

Office Administration

• Providing general administrative support including filing, record keeping and other tasks both within the Staff Services, HR and Facilities team and across the company as required.
• Be responsible for handling sensitive information and documentation with confidentiality. Document and records management including management of company timesheets.
• Be the first point of contact for the main company phoneline and email and direct enquiries on to the relevant departments. Process incoming and outgoing post. Organising couriers and taxis as required.
• Supplies ordering following the company’s Purchase Order procedure.
• Meeting and staff training coordination including sending invitations, scheduling using Google Calendar, organising refreshments and room set-up.
• Administration of the Company Leap Cards and postage stamps.
• Carry out ad hoc administrative duties and projects as assigned.
• Liaise with internal departments and external suppliers as required.

Salary and Employee Benefits:

For more details please view the full job spec.

Salary: €34,811 gross per annum.

Pension: All employees who meet the requirements will be auto-enrolled in the Government MyFutureFund retirement saving scheme when they begin work. Upon completion of their six month probationary period, staff will be eligible to join the company scheme. Dublin City Council Culture Company offers a personal retirement savings account (PRSA) scheme, where the company will match employee contributions of up to 10% of salary Employees may choose to remain in the MyFutureFund scheme once they have completed their probation or to opt out and join the company pension scheme.

Reward and recognition: All Dublin City Council Culture Company employees participate in the performance review and appraisal process annually. This process measures performance, considers training and development opportunities and is used to determine any reward (pay or annual leave increases) that may be applicable.

Hybrid working: This is a fully on-site position. Due to the operational requirements of the role, regular attendance at the workplace is required and the position is not designed to be performed remotely. Please note that any requests for remote working will be considered in accordance with company policy and applicable Irish employment legislation.

Other benefits: Other Employee benefits include Income Protection, Life Assurance, Employee Assistance Programme, Cycle to Work Scheme, Taxsaver Commuter Ticket Scheme for public transport to and from work, access to certified training and opportunities for professional development in your role.