Bookings and Accommodation Officer


City Language School is an English Language School in Dublin city centre and is part of the City Education Group (which incorporates City Colleges, Ashfield College, City Language School and Progressive College). We are seeking to appoint a Bookings & Accommodation Officer to join our administration team.

Working House

37.5

Department

Administration

Reporting to

Centre Manager

Principal Duties & Responsibilities

The Bookings & Accommodation Officer is responsible for the overall running and day-to-day operation of all bookings and accommodation requirements in the School. The appointee will carry out such duties as are assigned by management including, but not limited to: –

  • Manage day-to-day functions of the Bookings Dept.
  • Manage support staff
  • Manage and maximize capacity
  • Attend weekly management team meetings
  • Respect the confidentiality of students and their respective families
  • Cultivate professional and appropriate relationships with students and other members of staff
  • Comply with the School’s GDPR obligations
  • Be punctual
  • Maintain an appropriate standard of attendance
  • Adhere to an appropriate standard of dress code
  • Create new bookings for groups and individual students
  • Upload new group and student’s data
  • Create new agents and new price items
  • Organise commission invoices and credit notes
  • Ensure all emails are answered in a timely and professional manner
  • Chase and upload student’s flight details
  • Process changes and cancellations
  • Update and save missing information
  • Organise airport transfers for students to and from the airport
  • Pre-arrival preparations for students/ groups creating maps, sending web texts etc.
  • Data entry- inputting of accurate information into the Class system
  • Prepare weekly reports for Management Meetings and other departments
  • Ensure Welcome Packs are prepared in advance of all student arrivals
  • Issue Accommodation letters for Bank and Immigration purposes
  • Chase and process payments & handling invoices
  • General administration duties – i.e. filing, faxing, scanning & photocopying
  • Handle all accommodation related issues
  • Assist if necessary reception team in their daily duties
  • Recruit Host families
  • Organise Host families inspections and visits
  • Processing Garda Vetting for Host families
  • Manage host families relationship and support
  • Organise all things Accommodation related
  • Work closely with the Sales and Marketing team
  • Fulfil all the other reasonable requests from the Management

Candidates will be required to provide evidence of

  • Prior experience in the Education Sector would be an advantage but not essential.
  • Experience in Class would be desirable but not essential.
  • Excellent interpersonal skills and customer focused.
  • Proficiency in Office 365 (specifically Excel, Outlook, Word).
  • Excellent communication skills – both verbal and written.
  • Excellent planning and organisational skills.
  • Ability to prioritise tasks and manage time.
  • Ability to work on own initiative and as part of a team.

Return of Applications

Applications should be returned to hr@citygroup.ie no later than 5pm on Thursday 18th November. Applications should include an up to date CV along with a cover letter outlining the applicant’s eligibility for the role.