Job Title: Facilities Administrator

Reporting to: Facilities Manager

Location: RDS

Closing Date:  28 April 2023

About the RDS

The Royal Dublin Society (RDS) is a social impact organisation founded nearly 300 years ago. We inspire and empower positive change across science and technology, culture enterprise, agriculture and equestrianism. We achieve this by delivering programmes, bursaries and activities on an all-island basis. Shaped by our members, donors and partners, the RDS is powered by a team of over 100 employees working in partnership with our suppliers.

Our 42-acre multi-purpose venue in Dublin is unique in Ireland delivering memorable experiences across sporting, hospitality, live entertainment and exhibitions for everyone within our community. We have ignited passion for generations and welcome over 2 million visitors annually. As Ireland's oldest non-profit organisation, we reinvest our commercial returns so everyone who visits us, uses our space or partners with us helps to inspire and empower a better Ireland.

About the Role

The Facilities Administrator will provide a high level of professional administrative support to the Facilities Team and contribute to the overall efficiency of day to day functions within the department. Key responsibilities will also involve working actively with the team to identity and respond to relevant facilities/amenities issues throughout the RDS campus.  

This role will require flexibility to work outside of normal office hours when required. 

Key Responsibilities

Act as a first point of contact for support and information on facilities services.

Carry out administrative tasks such as drafting contracts and insurance agreements for maintenance jobs, ensuring correct procurement guidelines/policy is followed at all times.

Review work hours recorded via Blip Clocking System for facilities staff to ensure accurate payment of wages and entitlements in line with payroll deadlines.

 Organize and maintain accurate and sustainable records for all contractual agreements in line with audit requirements.

 Liaise with third party service providers to ensure regular priorities are undertaken to the highest standard, e.g. effective waste disposal and recycling.

 Arrange for regular maintenance of equipment and internal systems (e.g. heating system, alarms, security cameras).

Conduct market research and compare costs and benefits when evaluating new vendors and services.

Maintain updated records of invoices from external partners (e.g. suppliers, insurance agents, security guards).

Work actively with the Facilities Management team to create and maintain a comprehensive facilities procedures manual.

 Ensure all procedures are carried out in line with strict Health and Safety standards and regulations.

Assist with additional duties and requests as directed by Facilities Manager and/or Deputy Chief Executive Operations.

Person Specification

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 facilities role or similar position;

• Experience and proficiency using databases and Microsoft Office suite (Word, Excel & PowerPoint) essential;

Key Skills  

• Excellent communication skills both written and oral;

•  Ability to adapt quickly to new technologies;

·      Excellent organisational, time management, and administration skills;

·      Strong analytical and problem solving skills;

Qualifications

Third level qualification in Business Administration or Hospitality

Application Process and Closing Date

If you are interested in applying for this position, please email your CV along with Cover Letter to sandra.oneill@rds.ie with the subject line “Facilities Administrator”.  Please note that the closing date for applications is Close of Business, 28 April 2023. Any applications received after this date will not be considered.