About this Role:
Reporting to the Executive Assistant, this role will be responsible for delivering a professional and efficient Reception in Dublin and will also provide some ad-hoc administrative support to the Executive & Management teams.
Location: Dublin
Key Responsibilities:
Reception Duties
- Greet and receive all visitors
- Ensure visitor sign-in on arrival
- Answer all inbound calls in a prompt manner and transfer to the relevant person or department
- Maintain and manage meeting room calendars and bookings
- Set up meeting rooms in advance of meeting to ensure relevant supplies are on hand
- Receive, sort and distribute incoming post & courier deliveries
- Receive and distribute overnight delivery of post from other offices
- Collect and send outgoing post and courier deliveries
- Ensure Reception area is always well presented and tidy
- Manage security access cards
Office Supplies Management
- Proactively manage stock levels of stationery for office and kitchen supplies
- Place orders, as needed, to suppliers for catering etc. and ensure timely delivery
Transport
- Book taxis and arrange travel for employees, as requested
- Maintain spreadsheets of all travel for employees
Administration
- Support manager (CEO EA or Office Manager) with Ad Hoc Duties or Projects around the office
- Provide ad-hoc administrative support to Executive and Management team as required including scanning, photocopying, binding, filing etc.
- Handle all confidential material (written and verbal) in a professional manner
- Report and resolution of minor facilities issues
- Load invoices for payment to invoicing system
Skills & Experience:
- Previous experience working as a receptionist
- Previous office administration experience
- Financial Services background (Desirable)
Key Performance Indicators:
- Feedback from Internal and External customers
- Presentation of Reception area
- Accuracy of room bookings and presentation of rooms
- Timeliness and accuracy of post and administration
Competencies:
- Customer Service and Commercial Awareness
- Accuracy and Quality, Resourceful
- Communication Skills
- Can do attitude.
- Flexibility, quick-thinking
- Organisational skills
- Team working
- IT Knowledge - General Use