The company Ornua is a leading dairy co-operative based in Dublin. It operates across two divisions, Ornua Foods and Ornua Ingredients, with a global presence in 10 business units worldwide. The role of Receptionist is critical in maintaining the smooth and efficient running of the reception desk at Ornua's Dublin Office.
**Key Responsibilities:**
* Greet and sign in all onsite visitors, liaising with their hosts on arrival.
* Answer all incoming calls, transferring to the correct department accordingly.
* Monitor Reception and Consumer Foods email accounts, managing all queries in a timely and efficient manner.
* Act as a key contact for all courier bookings, including the coordination of important Customer Service and Legal documentation, and the management of all related queries.
* Report into the Facilities Manager, updating on ongoing projects and issues on a weekly basis.
* Provide ad hoc assistance and support to the wider Facilities team.
* Liaise with the Executive Assistant team on a weekly basis regarding important onsite meetings and visiting senior stakeholders.
* Maintain office security by managing access via the reception desk, monitoring the Reception logbook, issuing visitor badges, etc.
* Accept, log and coordinate all incoming post.
* Provide support on an ad hoc basis in accepting deliveries for the ICT, Technical and Customer Service teams.
* Coordinate the booking of meeting rooms as required
* Coordinate the booking of taxis for all employees as required.
* Undertake regular Crisis and Issues Management training, acting as a key point of contact the Facilities team.
* Ensure the Reception desk and lobby area are presentable, tidy, and clutter-free at all times.
* Manage any ad hoc Reception queries and requests as required.
**Health and Safety:**
* Act as a fire warden
* Training in First aid
* Fire warden / first aiders lists to be updated as required
* Act as a member of the staff health and safety committee
* Assist in the coordination of H&S meetings while
* Providing admin support to the Health and safety manager
* Provide general Facilities dept admin support – while also offering admin support to the Leaders of the Operational risk section
* Invoice processing support
* Team absence cover for facilities team members
* General admin duties – word processing, office notifications .
* Aid in Coordinating planning and/or scheduling of meetings and events
* Provide administrative support to ensure efficient office operation
* Assist in the Management of calendars for senior staff, including making travel arrangements
* Arrangements for our board members – as a point of contact for all requirements (parking /access etc.) ensuring all requirements are forwarded appropriately – following up to ensure completion.
* Ensure all car parking arrangement are complete for board meetings
* Follow up with all requirements whether with facilities, ICT or canteen
* Act as a point of contact for all board members – Access / greeting
* Coordinate and follow up with the relevant PA's
**Requirements:**
* Strong knowledge of the Irish dairy industry and passionate about Irish food.
* Working in a busy and people-focussed environment, this role will require a strong ability to build positive relationships with employees, external visitors, suppliers, senior stakeholders, and senior leadership.
* A competent and empathetic communicator with an ability to negotiate, influence and build relationships.
* Proven record of managing and well-run and self-contained reception function.
* A proactive and energetic self-starter with an ability to work under own initiative with minimal supervision.
* Solutions oriented, motivated to solve problems with a positive attitude
* Passionate about customer service, working with stakeholders to meet their needs and resolve their queries as a key support function for the Dublin business.
* Excellent organisational skills with shrewd attention to detail.
* Proficient in multi-tasking, adept at coordinating multiple priority requests simultaneously
* Polished and professional, working with efficiency and with discretion as required