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Reception and Facilities Officer
Apply remote type Onsite locations Dublin time type Full time posted on Posted 2 Days Ago job requisition id JR-0010696
The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.
Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.
That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.
Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.
For our business, for clients, and for you
Reception and Facilities Officer
Key Responsibilities:
Reception
* Cover front desk during reception opening hours.
* Manage all incoming phone calls, answer and forward.
* Welcome and guide all visitors.
* Maintain visitor log. Make both staff and visitors aware of signature book.
* Escort unauthorised vendors.
* Act as central contact for all general queries, dispatch accordingly to other teams, i.e. IT, Facilities, Management, CSM Teams where necessary.
Courier / Post
* Collect incoming post from Security Desk on Ground Floor.
* Scan/email relevant post by 11.00am to staff and team inboxes.
* Become familiar with post system and teams.
* Inform individuals when couriers arrive. Email should be sent to team inbox or individual.
* Keep log of all couriers received.
* Organise outgoing couriers as per procedure.
* Keep the “Entity” lists up to date – Domiciled entities per office.
* Follow all post handing procedures.
Meeting Rooms
* Manage meeting rooms bookings.
* Manage catering requirements for client and board meetings.
* Liaise with meeting organiser regarding requirements.
* Monitor meeting rooms, set up in advance and clear away when required. Daily check in advance of meetings for appropriate crockery set up.
* Monitor meeting room stocks, i.e. Tea, Coffee, Water and order in advance.
* Daily check main office coffee machines are ready for use.
Office Management
* Stationery stock to be monitored proactively each week. Stationery orders to be placed in advance of stock running low.
* Become familiar with all internal systems, e.g., Purchase Order, Timesheet, Online booking.
* Administrative & Client assistance.
* General office: Archiving, Printing, Scanning docs when required.
* Maintain list of contractors/suppliers
* Maintain lists of First Aid and Fire Warden staff.
* Maintain evacuation procedures.
* First Aid Box regular checks.
* Support organisation of internal/external events.
* Any other duties in the scope of the role that the company requires.
Skills / Experience
* Two years reception experience or similar role.
* Qualification relating to computer skills/literacy.
* Fluent in English
* Competent with Microsoft Office.
* Good organisational skills with the ability to organise own workload.
* Ability to work under pressures.
* Be a team player with a can-do, positive, and pro-active attitude.
* Be enthusiastic and act as the face of Apex and promote the culture of the business and adhere to the company behaviours.
#LI-TM1 #LI-Onsite
Disclaimer : Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.
Our Story
About Apex Group
We are dedicated to driving positive change in financial services while fuelling the growth and ambitions of asset managers, allocators, financial institutions, and family offices. Established in Bermuda in 2003, the Group has continually disrupted the asset serving industry through our investment in innovation and talent. Today, we set the pace in asset servicing and stand out for our unique single-source solution and unified cross asset-class platform which supports the entire value chain, harnesses leading innovative technology, and benefits from cross-jurisdictional expertise delivered by a long-standing management team and over 13,000 highly integrated professionals.
We’re a people-powered business, and our people are full of ambition. Together, we’re inspired to lead the new era of data and tech enabled service. Bringing new products and services to market. Sharpening our client focus. Disrupting the market to exceed expectations. Innovating across a range of specialisms. With our focus on making a difference to our people, our planet and our society, you’ll experience more here than you would at most other companies.
Working at Apex
Prepare to accelerate.
We’re a people-powered business with a vision to inspire a new era of service-led FinTech. We’re expanding globally and offering more to our clients. This means you get more opportunities to grow with us. So prepare to accelerate. We’ll make sure the time and effort you put in takes you further, faster.
Positive change starts with you.
We’re a people-powered business with a vision to inspire a new era of service-led FinTech. We’re expanding globally and offering more to our clients. This means you get more opportunities to grow with us. So prepare to accelerate. We’ll make sure the time and effort you put in takes you further, faster.
The journey is yours to own.
When you stretch yourself, you grow. We want you to explore ways of working that will see you thrive as part of something bigger. We’ll help you with a solid structure, challenging projects, vibrant networks, supportive colleagues and approachable leaders. All the things you need to own your unique journey.
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