My client in the transport sector is looking to recruit a Receptionist/ Office Administrator for their office in Dublin 12. If you have 1+ years’ experience in an office environment or customer service, apply directly or send your CV to [email protected] for immediate consideration.

Key Responsibilities and tasks

·      Welcoming guests in a professional and friendly manner, announcing their arrival to the appropriate contact.

·      Assisting customers who arrive onsite for collection of lost property and liaise with customer service team upon arrival.

·      Ensuring all visitors are provided with Hi-Vis and ensure visitor H&S brief is completed.

·      Answering general queries from a variety of corresponding contacts.

·      Maintaining visitor logs.

·      Maintaining office supplies and placing orders when inventory is low.

·      Diary management for the Directors and Heads of Departments including scheduling internal and external meetings.

·      Reviewing and tracking incoming enquiries such as e-mails, calls, invitations, and correspondence and when required responding directly or drafting correspondence on behalf of Managing Director.

·      To provide support to Managing Director as and when required.

·      Distribution of post to relevant departments including deliveries.

·      Meeting room bookings

·      Ensuring meeting rooms are set up for external meetings with refreshments and lunches if required.

·      Taking of minutes and follow up with action points as appropriate.

·      Collaborate all management documentation for management meetings and ensure distribution to required parties in a timely manner.

·      Ensure any off-site meetings/training is booked with venue and requirements catered for.

·      Raising PO orders and expenses as required from direct reports.

·      Supporting departments when required with events and projects.

·      Book travel arrangements on behalf of the colleagues.

·      Performing any other reasonable task or activity requested by the leadership team.

·      Always maintain a high level of professionalism and confidentially.

·      Responsibility in managing, participating, and complying with the Integrated Management System (IMS)

 Knowledge and Experience:

·      Demonstratable and proven experience as a Personal Assistant

·      Experience of co-ordinating, drafting, and collating board reports and equivalent and ensuring they are submitted in a timely manner.

·      Able to produce draft correspondence and presentations which reflect understanding of the issues and are consistent with the tone/style used by Managing Director

·      Strong communication skills, via email, verbally and face to face.

·      Excellent organisational skills and ability to think proactively.

·      Prioritise workload.

·      A self-starter, capable of acting on own initiative and proactively managing competing demands a

·      Meeting unexpected, very tight deadlines on occasions

·      Must be able to work collaboratively with a wide range of colleagues as well as with external stakeholders, suppliers, and customers,

·      Proactive and proficient diary management.

·      Excellent interpersonal, diplomatic and communication skills

·      Able to exercise discretion and confidentiality.

·      Strong attention to detail

·      Efficient in computer skills and experience in Microsoft packages

General Safety Responsibilities:

To act in a manner as to ensure the health, safety, welfare, environment and fire safety of yourself and others in the organisation as well as any clients and visitors.

Ensure that you and any guests to any company premises understand emergency and evacuation arrangements.

Ensure your working environment is maintained in a safe and tidy condition. To act proactively in identifying and any unsafe practices or safety risks in the organisation and reporting these through the appropriate channels.

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