Job Description

The role demands a high standard of presentation and customer facing skills. You will have responsibility for greeting guests, booking meeting rooms and organizing associated refreshments/lunch requests, manning the switchboard and providing ad-hoc general administration assistance throughout the office such as travel bookings, filing, data entry, assistance with marketing events and managing all deliveries and collections.

The role demands a high level of organizational and time management skills to be able to juggle a number of competing demands in this often-pressurized environment, whilst having the ability to communicate effectively and build strong working relationships across the business. This role will suit an individual who enjoys working in a small team environment and shows a high level of pro-activeness, drive and self-motivation and thrive on the challenges that this role presents. The individual must be highly flexible to meet the changing demands of our case-staff, whilst showing professionalism and willingness to help and succeed at all times.

• Meeting and greeting visitors
• Management of meeting room bookings
• Ensuring meeting rooms are equipped accordingly and that refreshments / lunch orders are organized in advance of meetings taking place
• Manning the switchboard, fielding calls and transferring to relevant staff members where necessary
• Coordination of travel arrangements including booking flights, hotels and taxis for a range of employees within the business
• Assisting with printing, copying, swearing of documents with Commissioners for Oaths, scanning & binding of documents
• Reconciliation and timely submission of invoices, ensuring they are coded to the correct part of the business
• Sorting mail each morning and distributing accordingly
• Organizing post to be sent each day as well as organizing couriers on a regular basis
• Assistance with office and team events
• Ad-hoc administrative assistance for the local team and Managing Directors
• In addition, you will be required to support the Managing Directors in the Dublin office with the following tasks:
• Expenses
• Covering absences in the team, providing basic support to the Managing Directors

Required Knowledge, Skills, and Abilities

• Experience of working within a Receptionist role in a corporate business, and some administrative experience
• Intermediate to Advanced Microsoft office skills, with the ability to confidently use Outlook and Excel
• Hardworking, with the ability to work independently and under pressure to meet strict deadlines
• Professional approach and strong work ethic
• Excellent written and verbal communication skills that help represent diverse communities
• Experience working with diverse teams