Recruitment Call: Facilities and Office Coordinator

Function and role specification:

This role 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.

This is a varied and active role that combines office administration with hands-on facilities coordination. Candidates should be highly organised and enjoy switching between tasks regularly as there are wide ranging responsibilities to cover in this role.

Candidates should also 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. Manual handling training will be provided.

1. 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.
     
     

2. 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.

Role requirements:

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.

Position summary:

Post title: Facilities and Office Coordinator, Dublin City Council Culture Company.

Post status: Fixed Term Contract (full-time), three years, a six month probationary period applies.

Location: Dublin City Council Culture Company HQ, 14 Henrietta Street, Dublin 1 and Richmond Barracks, Inchicore, Dublin 8.

Reports to: Zoë Cooke, Facilities Manager.

Key relationships: Facilities Manager, Head of Staff Services, HR and Facilities, the Wider Staff Services, HR and Facilities team and cross-departmentally particularly the Visitor Services and Finance teams.

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.

How to apply

Applications are now invited from applicants who meet these published requirements. Applications must include the following:

• A 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.

Completed applications should be sent by email only to recruitment@dublincitycouncilculturecompany.ie with Facilities and Office Coordinator in the subject line.

The closing date for this application is 1 August 2026. Applications received after the closing date and time will not be accepted.

The information supplied in your application will be reviewed against the requirements set out in this notice by a panel. Dublin City Council Culture Company reserves the right to shortlist applicants and/or call people for an interview.

We envisage that any resulting first round interviews will be held during the week beginning 10 August. The interviews will be in the format of competency based questions related to the specific role responsibilities and required criteria outlined within this recruitment process. It will not be possible to provide application process feedback to unsuccessful applicants.

In the interests of promoting accessibility all candidates who are invited for an interview will receive the interview questions and/or tasks in advance to allow everyone to prepare fully for the interview.

Please note that Dublin City Council Culture Company is committed to developing policies and practices ensuring that accessibility, Universal Design and reasonable accommodation for people with disabilities are taken into account. Dublin City Council Culture Company is an equal opportunity employer. Please see our Equal Opportunities Policy here.

Please note that both the museum at 14 Henrietta Street and Richmond Barracks are Part M access compliant, and the offices of Dublin City Council Culture Company in both have limited physical access. Reasonable accommodation of access requirements will be made for successful applicants.

Interviews will take place in an accessible location. We are committed to respecting and protecting your privacy. We keep several kinds of personal data about our prospective employees so we can manage the recruitment process effectively and efficiently and meet our legal obligations. Please see our Privacy Notice for Job Applicants here.

Garda vetting may be mandatory for successful applicants, and you must be cleared by the National Vetting Bureau before the work can commence.

About Dublin City Council Culture Company

Dublin City Council Culture Company runs cultural initiatives and buildings across the city with, and for, the people of Dublin. We collaborate with people, communities, cultural organisations, businesses, and Dublin City Council to embed cultural experiences and increase cultural participation throughout Dublin.

Our Vision
A Dublin where creativity and access to culture builds lasting connections between people and the place they live.

Our Mission
We are dedicated to delivering sustainable impact through accessible and engaging cultural experiences that expand cultural habits, build connections and grow cultural confidence.

Our Values
We are led by our values. They guide what we do and how we do it.

Inclusion and Accessibility

• We encourage everyone to be involved to achieve wider cultural participation in Dublin.

• We create meaningful and enduring cultural connections by focusing on programme accessibility and sustainability.

Connection and Collaboration

• We collaborate with artists, communities and organisations. Together we develop and expand cultural skills.

• We open up new ways for people to access cultural activity more easily and confidently to develop their cultural habits.

Engagement and Excellence

• We ensure our programmes are relevant and meaningful to all by continuously engaging with the people of Dublin

• We strive for excellence in everything we do.