Job Title: Sales Administrator
Reports to: Griffith Hals of Residence General manager
Location: Dublin South City
Job Type: Full-Time / Permanent
Job Summary:
Griffith Halls of Residence (GHR) is a large, on-campus accommodation provider with capacity for 662 residents. It serves learners during the academic year and opens to visitors, learners, and the general public during the summer months of June, July, and August.
Job Responsibilities:
Customer Service
* Ensure a high level of customer service and professionalism at all times including the smooth day-to-day operations of the Front Desk
* Identify and escalate any issues that may impact on customer satisfaction to the General Manager
* Assist residents, members of the public, and staff with queries when the Front Desk Agents are busy
* Respond promptly and professionally to all resident and accommodation-related enquiries, whether by telephone, email, in person, or via Zoom
* Promote positive working relationships by fielding and resolving complaints effectively
* Maintain good communication between departments to ensure resident queries are accurately recorded and attended to in a timely manner
* Address and log resident issues and direct to the relevant manager when appropriate
* Maintain and promote community values and assist in ad hoc support and resolution
Administration
* Assist residents with general queries when necessary
* Manage the Community Values Process (Disciplinary process) with residents
* Maintain a close relationship with the Security
* Administer the room booking system including managing room availability within our property management system, Mercury, and auditing the application process for all bookings
* Liaising with colleagues in GHR and other GC stakeholders, most pertinently the International Office
* Maintain good communication channels using the communication tools provided, e.g. email, network and our property management system Mercury
* Oversee key management processes, including issuing and collecting keys through the Front Desk Team
* Ensure the Front Desk Team undertake room checks, including auditing the associated paperwork
* Client relations management, acting as the primary contact for key clients, most pertinently Griffith College Partners
* Partner presentations and relationship management
* Maintenance of both Mercury and the time-keeping system, Bamboo HR to ensure data is accurate at all times
* Attend team meetings and contribute to operational suggestions
* Audit the Front Desk’s daily task list for accurate completion
* Recruitment, induction, supervision, performance management and training of administration staff
* Review and address security reports where necessary in collaboration with the Front Desk Team
* Liaise with and cascade operational updates to the Marketing and Engagement Executive associated with procedural and operational issues and updates, regarding residential and campus affairs, and other areas of mutual responsibility and interest
* Produce and audit weekly reports including the examination of the daily reports to ensure accuracy.
* Work closely with Accounts to minimise debtors and ensure all payments and invoices relating to accommodation are paid
* Embrace technological changes and support the implementation and operation of updates within our property management and key access systems
* Provide holiday cover for other members of the accommodation team, including Operations, Front Desk and Accounts
* Perform such other duties appropriate to the post as may be assigned from time to time by the Manager or a nominee
* Co-manage shared email inboxes
Health and Safety
* Be aware of the current health and safety regulations pertaining to GHR
* Ensure all safety aspects are complied with in relation to fire safety
* Participate in both First Aid and Fire Marshal Training and any other training opportunities management deem appropriate to the role
Minimum Education/ Experience Requirements:
* Excellent customer service skills
* Excellent interpersonal and communication skills, with a positive can-do attitude and a friendly, outgoing demeanour
* Strong attention to detail
* Ability to think critically and act both as an individual and as part of a team
* Confidentiality and discretion to a high degree is expected
* Working pattern reflects seasonal operations: Monday to Friday (Sept–May), and 5 days out of 7 (June–August)
* Flexible and able to embrace new technologies and adapt to operational changes
* Experience with the Salto key door system and/or Mercury property management system would be an advantage but is not essential
* Experience in managing or working with the D-Edge Channel Manager system is highly desirable
* Previous experience in sales administration or sales-focused roles is required
* Must be legally entitled to work full time in Ireland for any employer
About Griffith Halls of Residence
Griffith Halls of Residence comprises student apartments located on the Griffith College landscaped grounds overlooking the Grand Canal. Our apartments are thoughtfully designed to complement the historic character of the seven-acre campus while offering modern, secure living. Griffith Halls of Residence is built across two blocks comprising 170 apartments, providing accommodation for up to 662 residents during the academic year and during the summer months through short-stay bookings on Griffithrooms.ie. The facility is open to students and tourists studying in any of Dublin’s third level institutions.
About Griffith College
Established in 1974, Griffith College is Ireland's largest independent 3rd level institution with locations in Dublin, Cork and Limerick. The main campus is situated on seven acres within a mile of St. Stephen's Green on Dublin's South Circular Road. Griffith College enjoys national and a growing international reputation for student success. The College has gained an enviable, award-winning reputation for delivering first-class lectures and excellent study material.
Griffith College offers internationally recognised postgraduate and undergraduate degree programmes, complemented by a wide range of professional, short-term and corporate training educational solutions - in Griffith College, there is something for everyone. Today there are over 8,000 students studying in the College, which is a designated educational institute of the Quality and Qualifications Ireland (QQI).
Our Vision
“To be recognised among the leading, innovative and socially enterprising of Ireland’s universities”
Why work for Griffith College?
* Competitive salary package
* Funding support for continued professional and academic development
* Bike to work scheme
* Tax saver travel scheme
* Paid annual leave and public holidays
* Opportunity for continued training development and support
* Free parking facilities
* Onsite subsidised restaurant
* Stunning historical premises
* Vibrant multidisciplinary and multicultural learning environment
* Innovative and agile place to work
* Welcoming environment committed to learner and staff development
This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline of proposed areas of activity and will be amended in the light of the changing environment within the Faculty and the College.
Griffith College is an equal opportunities employer. Candidates must be eligible to work full-time for any employer in Ireland. We thank everyone for their applications, however, only candidates selected will be contacted.
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