Vacancies

Office Administrator - RDS Dublin

Job Introduction

We’re looking for an organised Office Administrator to support the Hospitality, Sales, and Operations teams at the RDS - one of Ireland’s most prestigious event venues, hosting conferences, exhibitions, concerts, sporting events, and the world-famous Dublin Horse Show!

As Office Administrator you will play a central role in this collaborative hospitality focused team. You will deliver high-quality administrative, financial, and event coordination support. This Office Administrator position acts as a key liaison between clients, internal departments, outsourced providers, and venue management, ensuring the seamless planning and execution of hospitality events while maintaining efficient office operations.

This is a fast-paced, detail-driven role requiring strong organisational skills, excellent communication, and the ability to manage multiple priorities with professionalism and accuracy.

We are Levy Ireland

We are a visionary venue partner. We design and deliver bespoke guest experiences that prioritise people and the planet. 

We partner with some of the most iconic venues in the UK and Ireland to deliver legendary experiences in food, drink, and hospitality, including Royal Dublin Society (RDS), The Convention Centre Dublin (CCD), and Aviva Stadium and – we bring experiences to life with passion and precision. 

Our mission is to succeed the right way. From pioneering tech and seamless operations to show-stopping menus and exceptional service, we use insight and innovation to understand guests, improve the customer journey, reduce environmental impact, and support local communities. 

We are a passionate, diverse team of venue specialists dedicated to making the planet better for future generations. 

Office Administrator - The role

Hospitality & Event Administration

• Act as the primary administrative point of contact for hospitality clients and assist with building tailored catering packages
• Liaise with clients regarding catering, exhibitions, banquets, meeting coordination, and online ordering
• Provide menus, quotes, and event information accurately and within agreed timelines
• Support the Sales Team with timely quotes and event solutions
• Enter, amend, and maintain accurate event information within the Event Business Management System (EBMS) and act as a super user for EBMS and other internal systems, including reporting and team training
• Maintain up-to-date food & beverage data within systems
• Record and distribute detailed event information to kitchen and relevant departments
• Work directly with and support Hospitality Managers
• Ensure compliance with Hospitality Information Management and Data Protection standards

Finance & Reporting

• Manage client billing, invoicing, and post-event reconciliation
• Handle invoice queries and liaise with credit control
• Support cash handling processes where required
• Complete and distribute weekly Hospitality Credit Reports
• Assist with administrative budgeting controls
• Conduct competitor menu analysis to support pricing strategy

Office & Facilities Management

• Maintain hospitality and office spaces to a professional standard
• Liaise with building management and outsourced providers (IT, facilities, suppliers, accountants)
• Ensure company equipment and property are maintained appropriately
• Manage office supplies and stationery within approved budgets
• Coordinate workspace for visiting colleagues and business associates
• Assist with onboarding of new staff and arrange familiarisation programmes

Administrative & Business Support

• Manage diaries and coordinate internal meetings
• Answer and filter calls professionally
• Prepare presentations and supporting documentation
• Take meeting minutes where required
• Maintain accurate filing systems (current and archived)
• Process expenses and manage hospitality records
• Track deadlines and follow up to ensure timely responses
• Provide general administrative and sales support to the Business Development team
• Assist in organising client meetings, pitches, conferences, and strategic reviews
• Support clients throughout the sales process by providing relevant documentation and information

What we're looking for:

• Previous experience in hospitality, events, catering, or a similar fast-paced administrative role
• Experience using an Event Management or Business Management System (e.g., EBMS)
• Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Exceptional attention to detail and organisational skills
• Excellent written and verbal communication skills
• Strong problem-solving ability and initiative
• Ability to work effectively under pressure and manage competing priorities
• Proven ability to build effective working relationships across multiple stakeholders
• High level of professionalism with a strong customer service focus
• Adaptable, proactive, and solution-oriented mindset

Personal Attributes

• Highly organised and process-driven
• Confident communicator with colleagues and clients at all levels
• Collaborative team player
• Proactive and anticipates business needs
• Committed to delivering high-quality output
• Discreet and professional in handling sensitive information

What you'll get in return:

• 20 days annual leave plus bank holidays, your birthday off, and a holiday purchase scheme 
• Healthcare & wellbeing: HSF Health (dental, optical, therapy treatments) 
• Mental health support: 24/7 Employee Assistance Programme
• Family benefits
• Perks & discounts
• Shopping, entertainment, and travel discounts
• Financial wellbeing
• Development opportunities
• Ongoing training and structured career pathways
• Meals on duty included
• Free Parking on site 

Why join us?

Levy Ireland is the vibrant and exciting sector of Compass Group, the world’s largest catering company. We partner with some of the most iconic venues in the UK and Ireland to deliver legendary experiences in food, drink, and hospitality.