Receptionist / Administrator
Experienced 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 Responsibilities
Reception
- 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 log
Post & 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 records
Access 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 employees
Financial Administration
- Process daily invoice emails from accounts department
- Match delivery dockets with invoices
- Follow up on missing proof of delivery documents
Fleet & 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 management
Facilities 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 services
Equipment & Plant Management
- Maintain records of company plant and equipment
- Coordinate with relevant departments on plant tracking
- Manage tracker systems for vehicles and equipment
Insurance 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 teams
Office 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 orders
Mobile 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 dongles
Health & 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 systems
General 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 locations
Required Qualifications
* Minimum 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 beneficial
Position Details
* Full-time position
* Monday to Friday
* Standard office hours 8.30 to Monday to Friday
Job Type: Full-time
Pay: €37,000.00-€40,000.00 per year
Benefits:
* On-site parking
Work Location: In person