Receptionist / AdministratorExperienced Receptionist/Administrator required to manage front desk operations and administrative functions .This role requires excellent multitasking abilities, attention to detail, and strong organizational skills.Key ResponsibilitiesReception- Operate landline phone system (opening, lunch breaks, closing procedures)- Answer and direct calls professionally, take messages, transfer calls- Update voicemail messages for holidays and closures- Manage courier bookings and maintain courier logPost & Mail Processing- Process daily incoming and outgoing post- Log correspondence in digital post register- Sort and stamp documents appropriately- Frank letters and parcels- Distribute post lists to relevant departments- Maintain comprehensive post recordsAccess Control & Security- Manage FOB/access card system- Monitor staff attendance through live tracking system- Execute fire drill procedures including alarm management and staff accountability- Create and allocate access cards for new employeesFinancial Administration- Process daily invoice emails from accounts department- Match delivery dockets with invoices- Follow up on missing proof of delivery documentsFleet & Vehicle Coordination- Coordinate car hire, servicing, and insurance renewals- Manage vehicle tax renewals and CVRT testing schedules- Order tyres through approved suppliers- Update National Fleet Database for all vehicle changes- Coordinate vehicle tracker installations and removals- Liaise with Financial Controller on fuel card managementFacilities Management- Coordinate maintenance for air conditioning, alarms, boiler, electrical, fire systems, IT, and roller shutters- Monitor fuel levels and arrange refills- Maintain kitchen supplies inventory- Manage contractor communications via established contact lists- Process landline and extension changes- Coordinate plumbing, stationery, and water supply servicesEquipment & Plant Management- Maintain records of company plant and equipment- Coordinate with relevant departments on plant tracking- Manage tracker systems for vehicles and equipmentInsurance Administration- Review and track sub-contractor insurance documentation- Verify required liability coverage levels- Monitor policy expiry dates- Update insurance database systems- Request updated documentation from contractors and design teamsOffice Equipment Management- Oversee multiple printers across locations- Monitor toner levels and serial numbers via web portals- Order replacement parts and supplies through approved suppliers- Manage site photocopiers and ink ordersMobile Phone Administration- Maintain internal telephone/mobile contact directory- Process new phone requests for staff- Coordinate with IT for system setup of new devices- Manage WiFi donglesHealth & Safety- Track and file all company accidents and incidents- Maintain comprehensive records (hard copy and digital)- Communicate with General Manager and Health & Safety Officers- Liaise with insurance company as required- Update incident tracking systemsGeneral Administrative Duties- Maintain staff telephone directory- Coordinate utility meter readings with service providers- Monitor fuel tank levels- Book meeting rooms as required- Manage corporate hospitality allocations- Order promotional workwear through approved suppliers- Manage WiFi access credentials- Update and maintain facility contact lists across all locationsRequired QualificationsMinimum 2-3 years reception or administrative experience Excellent organizational and multitasking abilities Strong attention to detail and accuracy Proficient in Microsoft Office Suite (Excel, Word, Outlook) Professional telephone manner and communication skills Ability to work independently Experience with digital filing systems preferred Facilities management experience advantageous Construction industry knowledge beneficialPosition DetailsFull-time position Monday to Friday Standard office hours 8.30 to Monday to FridayJob Type: Full-timePay: €37,000.00-€40,000.00 per yearBenefits:On-site parkingWork Location: In person