Receptionist

Job Overview

About this Role: Receptionist needed for a busy multinational based in Co. Clare. Great benefits, standard business hours and amazing development opportunities.

Location: Shannon

Type of Contract: Permanent

Key Responsibilities

Reception Management

  • Point of contact for visitors, new hires, temps, contractors and delivery personnel
  • Set-out meeting rooms in advance of meetings
  • Organise catering for meetings as required
  • Book Boardroom on behalf of employees
  • Coordinate travel requirements for Pepper Servicing Centre
  • Liaise with Westpark's reception and facilities team in relation to visitors, deliveries etc
  • Organise carparking and access cards for new hires
  • Redirect telephone calls to relevant employee/department
  • Support site visits as required
  • Manage various keys and visitor cards
  • Point of contact for our Dublin office's Receptionist and EA

Administrative Support for Operations

  • Admin support to Director of Operations & Shared Services - duties including diary management, preparing meeting agendas, updating spreadsheets, coordinating expenses etc
  • Taking meeting minutes and documenting actions, follow up on actions progress
  • Ad hoc admin support to other Exco members and Managers as required
  • Transcribe meeting notes from multiple sources
  • Maintain department organisation charts
  • Assist with PowerPoint presentations
  • Collate information for communications such as Pepper Newsletter
  • Process invoices, EFTs and cheque requisitions
  • Stationery and break room stock maintenance
  • Assist with organisation of office events
  • Assist Office Manager as required

Key Performance Indicators

  • Accuracy and efficiency of administration
  • Documents are produced within a timely manner and meet deadlines
  • Documents meet corporate branding requirements
  • Accuracy, timeliness, and relevance of communications
  • Efficiency of payment process and turnaround times
  • Achievement of goals as set for each task
  • Feedback from employees and visitors to the Pepper Servicing Centre
  • Compliance with Health & Safety requirements
  • Training conducted and feedback from same

Skills & Experience

  • Leaving Certificate or equivalent
  • Previous experience operating as a Receptionist in a fast paced, professional environment

Competencies

  • IT Knowledge - General Use
  • Communication - Interpersonal & Written Skills
  • Customer Service & Commercial Awareness
  • Organisational Skills
  • Presentation Skills
  • Task Management
  • Accuracy & Quality
  • Analytical Thinking

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