Overview: This is a Front of House and Office Management role within the Facilities Department of the EXL Dublin office. The successful candidate is expected to work closely with the Facilities Senior Manager on day to day tasks as well as other projects or events.
Key points: Office Management, Logistics, Hospitality and Event Coordination, Health and Safety
Responsibilities:
* Meet and greet guests
* Answer incoming calls, screen and direct calls to appropriate recipients
* Take floor walks and ensure the office is tidy, equipment is in working condition, no H&S issues, and the general state of the office is great.
* Book meeting rooms, taxis, couriers
* Be first point of contact for the office for clients, vendors or employees
* Create reports, spreadsheets, presentations, etc. as requested
* Order and maintain office supplies, client meeting catering, flowers or gifts when needed
* Occasionally provide support to other departments as needed (support marketing with events, business units with client logistics, etc)
* Distribute mail to appropriate recipients
* Act as point of contact for building Security and building Front office
* Liaise with the landlord for building maintenance issues, security or H&S aspects
* Support in organizing employee or client events
* Liaise with vendors as needed (stationery, catering, courier, taxis)
* Hospitality management (order catering, place food in rooms, arrange for coffee, tea, water, etc for client meetings)
* Constant collaboration and liaison with the Facilities Senior Manager to ensure smooth running of the office, completion of tasks, and picking up any new needful tasks
* Knowledge of Occupational Health and Safety aspects
Qualifications:
* Administrative and Front of Office experience
* Experience with Microsoft Office
* Ability to communicate effectively and professionally with all levels of the organization
* Strong attention to detail and accuracy
* Professional yet warm and welcoming to guests and employees
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