Dublin - Dublin - IrelandAs aReceptionist /Facilities Coordinatoryou will be the first face that visitors & staff will be greeted with. Main responsibilities include welcoming all visitors & employees in a professional manner & helping to coordinate the smooth running of the support functions on a daily basis. You will work closely with the Assistant Facilities Manager in driving service excellence within the team, being an ambassador of a one team approach within the Operations team, representing CBRE and client. You will assist the team to ensure KPI targets for the contract are met.Role SummaryWelcomes employees, clients and visitors & coordinate their entry in conjunction with their hosts.Responsible for responding promptly with accurate and thorough information according to the specific requests from tenants, employees and visitors.Conducts a variety of front-of-house activities including:Guest registration through badging softwareGuest accommodation with luggage/coats, etcProvides visitors with information to navigate the building including pointing out nearest amenities and fire exits.Issues visitor passes and validates parking.Answers telephone in friendly, professional manner.Maintains accurate records of service requests and status.Receives and directs incoming calls to appropriate personnel/tenants and voicemail.Provides assistance services to employees and guests including but not limited to:Arranges and confirms recreational, dining, and/or business activitiesMakes transportation & travel arrangementsOffice wayfindingMeal & activity reservations.Guest & administrative support.Couriers & mail services.Continually maintains neat appearance of reception/lobby area, conference rooms, pantry areas and other common areas.May perform visitor volume tracking & reporting, reception services, visitor refreshments & new hire inductions.Serves as point-of-contact and/or extension of the facilities team.Requests building and housekeeping services as needed.Periodically inspects common area equipment to ensure good operating condition.Arranges equipment service as needed. Determine standard supplies and information to be maintained at the front desk. May assist with temporary signage.Performs general administrative duties associated with distributing packages and mail as required.Uses tracking systems to record inbound and outbound courier, freight and mail. Meters mail. Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.Supports with meeting and events tasks as assigned.May assist with scheduling, stocking and coordinating setup conference/meetings rooms, arranging for meeting equipment (i.e. projectors, video/web conferencing), ensuring equipment is in good operating condition for events, coordinating catering / hospitality, securing approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.Follows security and emergency procedures as defined for the property.Responds to emergency situations in a calm, efficient manner.Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures.May order and stock office supplies and other common use items for the location or common areas, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc.Maintains a file of services including transportation sources, accommodations, and referral contacts.May arrange convenience/hospitality services for guests such as transportation, reservations, etc.May provide reporting and insight to clients and property teams to improve product and service delivery.May contribute site specific content.Performs other duties as assigned.Raise Purchase Orders in a timely manner and process / endorse client invoicing.Work with vendors in keeping them compliant with relevant paperwork required in being an approved supplier.Monitor UK&I Smartsheet tracker, following up with progress updates weekly with the team & enter updates in the tracker.Carry out ad hoc duties required by Senior Facilities Manager in relation to projects, reporting & data gathering.Engage in team meetings, sharing company updates, changes in policy and/ or procedures, sharing best practice across the portfolio to the CBRE team.Complete all mandatory Client & CBRE training ahead of deadlines.Engage in monthly finance reviews to ensure budgets are met & implement budget savings through optimisation & utilising approved vendor pool.Engage & adhere to clients MBOs.Experience RequiredA comprehensive understanding and experience in business and customer-facing environmentsDemonstrated experience in a high-performing team.Hold academic passes with at least Leaving Certificate Maths and English or equivalent.Intermediate skills with Microsoft Office Suite, handheld mobile technologies and applications.Superior written and verbal communication skills enabling the individual to work with clients, suppliers, and staff at all levelsResults/ task orientated, with attention to detail and accuracy.Excellent time management and organisational skills with commitment to continuous improvement.Additional Desirable Skills/ QualificationsGood organizational and strong problem-solving skills.Highly adaptable and flexible.Ability to work independently with little supervision.Ability to work flexible work schedules based on office needs.Strong problem-solving skills.Ability to work requiring significant walking or through other means of mobility.Ability to work in a standing position for long periods of time.Ability to perform manual handling tasks as there may be some deliveries to put in store room & assist with occasional furniture moves/ meeting room reconfigurations.Service line:GWS Segment