Why work with us?
As Glandore continues to grow and expand, our team does too. Working at Glandore allows you to engage with a diverse range of industries and individuals. We value the importance of workplace wellbeing, striving to develop long term connections and relationships with everyone we work with. An Irish family-run business since 2001, we offer a fun, energetic, hard-working environment with a helpful, flexible and dynamic approach.
If this sounds like the place for you, come and grow with Glandore
What's it all about?
We currently have an exciting role for an enthusiastic Member & Operations Support Executive to join our Dublin team. Glandore accommodates and caters for a dynamic cross section of businesses, from start-ups and small/medium sized enterprises to international companies setting up in Ireland.
The Member & Operations Support Executive will be based in Fitzwilliam Hall and will assist with all aspects of Reception/Operations and support the Operations Team in providing 5-star service at all times.
This position is a central role within the department and will be the first point, and often the only point of contact for all clients and visitors to the business centre.
This role requires a person who is experienced in taking ownership of the reception/lobby area and managing all activities in this area. This is a dynamic and demanding role that requires an individual who can adapt to constant changing priorities, demands, expectations and timelines.
The ideal candidate will be highly organized; detail orientated and will have foresight to schedule their day with emphasis on must-do tasks that are time sensitive and critical to client satisfaction.
What you'll be doing
Customer Service:
* Greet visiting clients, guests, employees and contractors
* Provide support to all other departments in the form of information, client support, data entry, etc.
* Deal with queries promptly or redirect as appropriate
* Handle multiple and often simultaneous virtual reception video calls from other centres.
* Actively engage with clients using the centre; maintaining a database of client interests
* Respond to any client queries concerning but not limited to, access, venue, facilities, maintenance issues, procedural concerns, etc.
Operations Support:
* Liaise with various externals parties to book and arrange meetings via the booking system
* Engage on a monthly basis with client site leads to feedback valuable information to management
* Act as first point-of-contact for clients who may experience any service-related issues. Bring to full resolution if required.
* Organise and arrange online orders for staff and clients; with responsibility for accurate billing
* Lead project teams on short projects that enhance operational excellence; working with staff across the group.
* Organise incoming and outgoing post, couriers and requests for 100 virtual office clients.
* Monitor CCTV, intercoms and access control system and carry out routine audits of the systems to ensure compliance.
* Ensure office requirements and security cards are ready for clients ahead of move in
* Log maintenance and repair issues on the online system and follow-up to closer with facilities team.
* Ensure the Departmental Services Matrix for all centres is up-to-date and contractual obligations are fulfilled; lead team meetings to ensure all staff are updated accordingly.
* Ensure the building is compliant with all statutory requirements.
* Ensure the fire evacuation book is up-to-date at all times and act as a fire warden
* Maintain client contact information database and update routinely to ensure accuracy.
* Create systems and processes to facilitate operations excellence and efficiency.
* Assist Sales Department as required with site visits and client queries
Finance/Accounts:
* Assist in chasing overdue accounts for in-house and meeting room clients.
* Ensure all charges are accurately applied to client accounts
* Run monthly reports in advance of invoices to ensure accuracy
* Diligently review monthly invoices to ensure all charges are fully captured; make corrections where necessary
External Meeting/Events:
* Liaise, reserve and meet external meeting rooms clients on a routine basis
* Order catering and other requirements as required for meetings/events
* Invoice meeting room clients and follow-up on payment
Technical:
* Have a good understanding of AV equipment and be able to demonstrate to clients
* Maintain local directory on 3CX phone system for all centres. Issue monthly billing reports
* Price, source & order IT equipment for clients as required
* Use access control system to issue passes to clients, staff and contractors
* Conduct routine audits of access control systems to ensure compliance and correct usage
What we'd like from you
* Warm and outgoing personality a must. Fluent English required
* Professional appearance and manner at all times
* Enthusiastic approach to providing excellent customer service
* Ability and desire to take ownership of client enquiries
* Must be extremely organised to run a busy reception desk and prioritise multiple simultaneous queries
* Willingness to learn and follow company procedures
* Developing good relationships with clients, suppliers, staff
* Excellent communication and multi-tasking skills
* Attention to detail and ability to think one step ahead
* Flexible to a changing workload – able to prioritise
* Good level of business acumen, sound common sense and a genuine interest in working as part of a team to achieve client satisfaction
* Strong MS office skills
* Good IT skills, including knowledge of a range of software packages
* Knowledge of access control systems and booking systems (beneficial)
* 3+ years previous experience in a similar role is preferable
* Experience in the hospitality industry, or corporate event environment is an advantage
Company benefits
* An opportunity to join a dynamic, supportive and friendly community
* Working within a prestigious, Dublin/Cork/Belfast city centre location
* Complimentary workplace wellness programme including Glandore staff contests, exercise classes & CSR activities. Monthly member events - we encourage our staff to also avail of them.
* Company staff events throughout the year, Summer/Christmas parties, team lunches and away days
* Partner perks & benefit discount rates, including 10% on some VHI Healthcare, discounts for hotel stays, discounts at affiliated pharmacies, discounts at beauty salons etc.
* Staff discounts in Suesey Street Restaurant – 20%
* 20 holiday days (pro-rata per annum)
* 3 Company Days (Good Friday, Christmas Eve and New Year's Eve)
* 2 Personal Days (pro-rata per annum)
* Family leave benefits, after 2 years of service
* Paid sick leave (5 days per annum)
* Pension Plan with company contribution up to 5% of annual salary
* Life insurance: Death in Service Benefits and Income Protection
* Cycle to work scheme
* Tax Savers scheme
* Annual Performance review to discuss personal training and development opportunities
* Team wide training and development opportunities – communication skills, negotiation skills
* Focus on work life balance and mental health wellbeing – team of mental health first aiders in each location to support staff
* Leadership program – LIFT Ireland
We provide our clients with a five-star business service, which starts with the welcome they receive on arrival. This role is ideally suited to someone with a friendly and energetic personality, and the ability to work well under pressure.
Hours
Work-day hours are 8:30 – 17:30, Monday to Friday.
Job Types: Full-time, Permanent
Pay: €34,000.00-€35,000.00 per year
Benefits:
* Bike to work scheme
* Company events
* Company pension
* Employee assistance program
* Employee discount
* Sick pay
Application question(s):
* Are you eligible to work full time in Ireland?
Work Location: In person