Bookings & Events Coordinator

Title: Bookings & Events CoordinatorDepartment: Conference & Events Department, RCSIReporting to: Head of Conference & Events or nomineeTenure: Permanent, Full-timeLocation: 123 St Stephens Green, Dublin 2, Hybrid roleInterview date: Shortlisted applicants will be invited for online interview week of 08th December 2025Closing date for applications: 30th of November 2025About the PostThis role provides an opportunity for the successful candidate to join RCSI’s Conference and Events department. The object of this post is to provide full administrative support to the Conference & Events Department and to contribute to its ongoing development.The conference and events department are an energetic team who deliver a highly professional service to internal and external customers. We are seeking a highly motivated, extremely professional individual with a strong attention to detail who wants to work for a forward-thinking department.The successful candidate will be a proven self-starter who can work individually and as part of a team to undertake this busy role within the Bookings team in the department. The Bookings Team are responsible for the management of core, high-profile venues within the St Stephen’s Green campus. These venues are used for undergraduate and postgraduate teaching plus internal meetings and events. The Bookings Team are responsible for appropriate and effective venue allocation and for ensuring the Ungerboeck venue management system is up to date with all requirements for the Service Providers.Specifically, the duties of the post will include the following: Providing a top of class booking service for RCSI facilities and venues, and allocate resources as requiredOperating the Ungerboeck Venue Management and online booking system and offering users assistance as requiredPreparing and generating room occupancy reports from the booking system when requiredProviding high level partnership and customer service to internal departmentsLiaising with internal service providers e.g. Porters, Building Services, Security and Media Services on a weekly/daily basis regarding event requirements/set upPreparing relevant documentation for the weekly Activities meeting and review calendar of activities in advance of the coming weekAssisting with RCSI events as required, including planning, preparation, administration and onsite event assistanceAssisting internal departments with the coordination of VIP meetings including liaising with internal service departments on their behalf, processing of post event charges and compiling complete record of charges coveredCirculating a booking amendment sheet on a daily basis to all relevant internal departmentsActing as the point of contact for the venue management system as requiredEnsuring the central room booking and online systems are up to date at all times, including liaising with IT in relation to development and maintenance of the systemEstablish and maintain good working relationships with other RCSI staff members and departmentsEnsuring the necessary high standards of service delivery to both internal and external eventsUndergoing programmes of training and development as may be required from time to timeRepresenting the best interests of the Department and RCSI at all timesUndertake other projects and duties; and provide support / cover for other staff as may be required / deemed appropriate by university authorities while representing the best interests of RCSI at all timesPerson Specification: The successful candidate should be able to demonstrate the following:Proactive and energetic with excellent communication, customer service and interpersonal skillsA keen attention to detail combined with the ability to work on own initiative, under pressure and meet deadlinesOrganisational and administrative skills with the ability to focus on & produce results and prioritise objectivesStrong focus and personal commitment to ensuring the delivery of high standards of customer serviceEnthusiastic team player with personal drive, strong work ethic and customer focus to succeed in delivering the Departments visionPrevious experience in hotel reservations/room bookings and systems would be beneficialStrong problem-solving skillsFlexibility to work in a hybrid environment and work irregular hours for events is necessaryExcellent knowledge of MS Office suiteWe are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do submit an application — we’d love to hear from you.