Buildings, Facilities & Venue Hire Officer

The Buildings, Facilities \& Venue Hire Officer provides comprehensive administrative and operational support to the Buildings \& Facilities Department. Reporting directly to the Building \& Facilities Manager, the post\-holder plays a key role in the effective management of RIAM's accommodation, facilities, academic room scheduling, venue hire operations, health and safety administration, procurement processes and event coordination.

The role acts as a central point of contact for internal and external stakeholders, ensuring the efficient day\-to\-day operation of RIAM's facilities and supporting the ongoing development of the Academy's commercial venue hire activities.

Key Responsibilities

Venue Hire \& Event Administration

• Manage all venue hire enquiries and bookings, including quotations, contracts, schedules, event documentation and specifications.


• Coordinate client visits and work closely with hirers to arrange event requirements and logistics.


• Maintain accurate records and collaborate with internal teams to support successful event delivery


• Prepare event schedules, operational briefs and client documentation.


• Assist with post\-event evaluations and reporting.


• Support the ongoing development and promotion of RIAM's commercial venue hire programme.

• Manage the ASIMUT Room Booking and Scheduling System


• Act as the institution’s ASIMUT Local Support Agent, providing support to staff and students, resolving scheduling issues, supporting timetable administration, and producing room utilisation reports as required.


• Facilities Administration


• Provide day\-to\-day administrative support to the Building \& Facilities Manager, including maintaining records relating to building maintenance, servicing and statutory compliance.


• Coordinate contractor visits and maintain contractor information databases.


• Maintain records of maintenance contracts and assist with renewal processes.


• Support planned preventative maintenance programmes.


• Assist with the coordination of building improvement projects and refurbishment works.


• Maintain asset registers and facilities documentation.


• Track facilities requests and support the resolution of maintenance issues.


• Health, Safety \& Compliance


• Maintain health and safety records, compliance documentation, and training registers, while supporting risk assessments, audits and inspections.


• Support fire safety management and emergency planning activities.


• Support business continuity and emergency response planning.

• Assist with procurement activities in line with RIAM's Procurement Policy.


• Preparing Request for Quotations, maintaining supplier records, processing purchase requests and monitoring orders


• Assist with facilities and venue hire budget administration.


• Support venue hire invoicing and financial reconciliation processes.


• Produce reports relating to expenditure and venue hire income.


• Front of House \& Operational Support


• Liaise with the Front of House Manager and communicate event requirements to technical and operational teams.


• Assist with the planning and delivery of concerts, examinations, public events and institutional functions.


• Provide administrative support for major Academy events and projects.


• Assist with campus operations and space management activities.


• Provide reception and administrative cover when required.


• Sustainability \& Climate Action


• Support sustainability and climate action initiatives by maintaining records, collecting environmental performance data, and assisting with reporting and compliance obligations.


• General Responsibilities


• Deliver a professional and customer\-focused service, building positive relationships with internal and external stakeholders.


• Maintain confidentiality and comply with GDPR requirements.


• Contribute to continuous improvement initiatives within the department.


• Attend relevant training and professional development activities.


• Undertake other duties appropriate to the role as assigned by the Building \& Facilities Manager.

Essential Criteria

Qualifications \& Experience

• Minimum 2 years' experience in an administrative, facilities, operations or venue management role.


• Experience coordinating bookings, schedules or events.


• Experience using Microsoft Office applications, particularly Outlook, Excel and Word.


• Experience maintaining records and administrative systems.

• Excellent organisational and planning skills.


• Strong administrative and record\-keeping abilities.


• Excellent written and verbal communication skills.


• Ability to manage multiple deadlines and competing priorities.


• Strong customer service skills.


• Excellent attention to detail.


• Ability to work independently and as part of a team.


• Strong problem\-solving and organisational abilities.

• Experience working within higher education, arts or cultural organisations.


• Knowledge of venue hire operations.


• Experience using Asimut or similar room booking software.


• Experience supporting facilities management functions.


• Knowledge of procurement processes.


• Knowledge of health and safety administration.


• Experience supporting events and performances.


• Experience preparing reports and analysing operational data.

Please submit a cover letter (500 words max) and CV outlining your experience and suitability for the role.

Pay: €39,491\.00 per year

Benefits:

• Bike to work scheme


• Company pension


• Employee assistance program


• Sick pay

• Do you have experience coordinating bookings, schedules or events?

• administrative, facilities, operations or venue management: 2 years (required)

• Ireland (required)

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