Main Duties and Responsibilities:
1. Welcome visitors by greeting them in person or on the telephone, dealing with queries, screening calls, and forwarding to the correct department.
2. Monitor visitor access, ensuring visitors sign the register.
3. Issue visitor badges to all visitors and direct them to the correct destination.
4. Maintain knowledge of staff movements in and out of the organisation.
5. Organize pick-ups for couriers on a daily basis.
6. Manage post - collect post every day from tenants, frank post, and have it ready for collection at reception. Receive and sort mail and deliveries.
7. Liaise with the Facilities Manager on a daily basis.
8. Update financial records and create purchase orders using QFM.
9. Answer telephones, screen/direct calls, and manage messages.
10. Maintain a preventive maintenance planner for multiple sites and ensure services are completed on time, keeping track of service reports.
11. Liaise with the Technical Services team on a daily basis.
12. Organise conference and meeting room bookings.
13. Coordinate meetings and arrange catering.
14. Conduct weekly cleaning checks of the entire building and ensure it is maintained to a high standard on a daily basis.
15. Control inventory relevant to stationery and the reception area.
16. Ensure reception areas are kept tidy, managing flower arrangements, etc.
17. Place call-outs with contractors.
18. Liaise with facilities staff from multiple tenants and coordinate works.
19. Administer contracts for sub-contractors.
20. Obtain quotes for repair works from sub-contractors.
21. Maintain a helpdesk log every day.
22. Assist clients with administration and clerical duties, providing general day-to-day administrative and clerical support.
* Excellent customer service skills.
* Able to work as part of a team.
* Able to plan, prioritise, and work to strict deadlines.
* Good communication and interpersonal skills, with a strong customer focus both internally and externally.
* Experience in a similar role is essential.
* Experience of working in an office environment is essential.
* Basic understanding of invoices and purchase orders.
* Working knowledge of Microsoft Word, Excel, and Outlook.
* Third-level qualification.
* At least two years' relevant experience.