IAA Website - Thursday, May 25, 2017 3:08 AM

We accept applications on an on-going basis for the Student Controller Progamme. Based on the number of applications received the Authority will, on a periodic basis, invite those applicants who meet the minimum requirements to begin the selection process.  Click here for more information and details on how to apply.

   

Property and Security Assistant

Closing Date for Applications
30 May 2017
Enquiry Contact Details

Email CVs to: gwen.rogan@iaa.ie For general queries please contact Gwen Rogan at +353 1 6031535

Reports To (Job Title)

Property & Security Manager

Main Duties and Responsibilities

Administrative Support:

  • General administrative duties as required by the Property & Security Unit
  • Co-ordination of the requirements for new employees
  • Obtaining quotations and the preparation of requisitions
  • Dissemination of advisory notices to IAA staff and contractors as required
  • Recording of complaints or issues and reporting of same to the Property & Security Manager
  • Reconciliation of invoices received in line with contract terms and pricing
  • Attend and take minutes of the monthly/quarterly contractor meetings
  • Assist with the postal services as required and provide cover for the Service Attendant
  • Retain appropriate records in line with the IAA records management policies and procedures

     

    Support & Assistance:

  • Co-ordination of the daily Facilities Management tasks and arrange for call-outs and service requests as required
  • Daily liaison with the Facilities Operative and Building Supervisor in respect of all facilities tasks
  • Administration of the IAA’s HQ security ID cards, visitor security cards and airport access cards
  • Maintain records of joiners and leavers and ensure that ID cards are recalled, deactivated and destroyed appropriately
  • Advise of requests for The Times Building to be open out of normal hours
  • Assist with the coordination of the annual Health & Safety Conference
  • Facilitate Health & Safety audits and maintain Health & Safety documentation
  • Conduct weekly checks of the various Health & Safety Equipment within the building
  • Conduct walk-throughs of The Times Building and report potential hazards and risks
  • Assist, where practicable, with the implementation of H&S audit recommendations
  • Retain appropriate records in line with the IAA records Management policies

     

    Fleet Management and ID Access Badges:

  • Provision of Fleet Management support and assistance
  • Processing of vehicle leasing documentation
  • Distribution of tax and insurance discs
  • Application for and distribution of fuel cards to drivers
  • Liaison with staff in charge of vehicles at IAA stations as required
  • Reconciliation of invoices received in line with contract terms and pricing
  • Administration of the IAA’s HQ security ID cards, visitor security cards and airport access cards
  • Maintain records of joiners and leavers and ensure that ID cards are recalled, deactivated and destroyed appropriately

     

    Conference Centre Co-ordination / Other Tasks:

  • Assist with the smooth running of related Unit activities
  • Provide cover and support to the Conference Centre Coordinator to ensure smooth operation of related services.
  • Be a secondary contact for all internal and external Conference Centre enquiries and support client contract administration, invoicing and credit control.
  • Support Conference Centre sales and marketing activity.
  • Support the Conference Centre supplier management activities and be flexible to the operating hours of the centre including out of hours activities
  • Provide cover and support for the Service Attendant and postal services in HQ
  • Co-ordinate, liaise with and assist with contractors, suppliers and other third parties including the provision of supervision of works being undertaken within HQ

 

General Requirements:

  • Assist with other Corporate Affairs functions as required
  • Undertake all activities in line with the IAA’s Business Management System policies and procedures
  • Ensure the co-ordination of the IAA’s Records Management policies and procedures within the Unit
  • Undertake essential training as determined by the Property & Security Manager related to the role

 

 

Skills Required

  • Minimum 2 years’ experience in an administrative/clerical role
  • Excellent communication and interpersonal skills
  • Excellent customer services and/or marketing skills
  • Experience of report writing
  • IT (Sharepoint, MS Word, Excel & PowerPoint) essential
  • Excellent organisational, multi-tasking and coordination skills

Skills Desirable

  • Previous experience with audiovisual telecommunications systems, desirable
  • Experience of a working in a sales/marketing environment, desirable

Relationships

Internal: Report to the Property & Security Manager and ensure a positive working relationship with Management and Staff throughout the IAA.

External: Liaise with relevant organisations, external departments and agencies, suppliers, contractors and third parties in a professional manner.

Represent the IAA at relevant fora as required


This position is based in the IAA headquarters in Dublin. 


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