Project & Office Administrator
6 Month Fixed-Term Contract
The Heights Hotel Killarney
Role Overview
We are seeking a highly organised, proactive and capable Project & Office Administrator to join our team on a 6-month fixed-term contract.
This is a varied role combining project coordination, office administration and executive support. The successful candidate will take responsibility for coordinating the implementation of a number of new projects and initiatives across the hotel, while providing day-to-day administrative support to the Managing Director and General Manager.
The role would suit someone who enjoys taking ownership of projects, coordinating multiple stakeholders and ensuring that actions are followed through from initial planning to successful implementation.
Key ResponsibilitiesProject Management & Implementation
- Coordinate and project manage the implementation of new systems, initiatives and operational projects across the hotel.
- Develop clear project plans, timelines, action lists and implementation schedules.
- Liaise with management, department heads, suppliers, contractors and other external partners to progress projects.
- Coordinate meetings, demonstrations, training sessions and implementation activities.
- Monitor project progress against agreed deadlines and proactively follow up on outstanding actions.
- Identify potential delays, issues or risks and escalate these to the Managing Director or General Manager where appropriate.
- Maintain accurate project documentation, records, quotations and correspondence.
- Support the preparation and rollout of new procedures and processes associated with projects.
- Ensure projects are effectively handed over to the relevant department following implementation.
- Provide regular progress updates to the Managing Director and General Manager.
Executive & Administrative Support
- Provide day-to-day administrative support to the Managing Director and General Manager.
- Assist with correspondence, reports, presentations, meeting documentation and general administration.
- Coordinate meetings and prepare agendas, minutes and action points where required.
- Maintain and follow up on management action lists to ensure agreed tasks are progressed.
- Assist with obtaining quotations, comparing proposals and coordinating suppliers.
- Organise and maintain electronic records, contracts, project files and other documentation.
- Assist with research and information gathering for operational and commercial projects.
- Support the preparation of internal communications, policies, procedures and other business documentation.
- Handle confidential and commercially sensitive information with discretion.
- Undertake other administrative and project-related duties as required.
Candidate Profile
The successful candidate will be someone who is highly organised, dependable and comfortable taking ownership of tasks and projects. They should be confident working independently while also coordinating with people across different departments and levels of the organisation.
Skills & Experience
- Previous experience in an administrative, project coordination, office management or similar role.
- Strong organisational and project management skills.
- Excellent attention to detail and ability to maintain accurate records.
- Ability to manage multiple projects, priorities and deadlines simultaneously.
- Strong written and verbal communication skills.
- Confident following up with colleagues, suppliers and external stakeholders to ensure deadlines are met.
- Strong Microsoft Office skills, particularly Word, Excel, Outlook and PowerPoint.
- Comfortable learning and working with new software and technology.
- Ability to prepare professional reports, presentations and documentation.
- A proactive approach with the ability to identify what needs to be done and progress tasks without constant supervision.
- High level of discretion when dealing with confidential business information.
Experience within hospitality, project implementation, procurement, systems implementation or executive support would be advantageous but is not essential.
What We Are Looking For
We are particularly interested in someone who:
- Takes ownership and sees tasks through to completion.
- Is comfortable working in a fast-paced environment where priorities can change.
- Can bring structure and organisation to multiple ongoing projects.
- Communicates confidently with both internal and external stakeholders.
- Is solutions-focused and willing to investigate and resolve issues.
- Can work closely with senior management while also building positive working relationships across the wider hotel team.
Contract
Contract Type: 6 Month Fixed-Term Contract
Department: Management / Administration
Reporting To: Managing Director & General Manager
Location: The Heights Hotel Killarney
Hours: Full-Time
This is an excellent opportunity for someone looking to gain broad exposure to project management, hotel operations and senior-level business administration, while playing a hands-on role in the implementation of a number of key projects across the business.
Pay: Up to €36,000.00 per year
Benefits:
Work Location: In person
