Receptionist (Maternity Cover)

Cunningham Contracts; Newry; On-site; GBP 20,000 - 25,000; Full time

Job summary

A facilities management firm in Northern Ireland is seeking a Receptionist for maternity cover. The role involves welcoming visitors, managing phone calls, and providing administrative support to the Office Manager and Board of Directors. Candidates should have at least two years in a similar position and be proficient in MS Office. Excellent organizational and customer service skills are required. This position offers a great opportunity to be the first point of contact within a dynamic office environment.

Qualifications

• A minimum of two years’ experience in a similar role.
• Friendly and confident in a customer-facing role.

Responsibilities

• Welcome visitors to the office premises and connect them with appropriate staff.
• Answer phone calls and direct them to the correct offices.
• Manage the conference room booking system and prepare rooms for meetings.

Skills

Organisational skills

Time management

Excellent telephone manner

Proficient with MS Office Applications

Job description

RECEPTIONIST (Maternity Cover)

DEPARTMENT: Facilities & Office

REPORTING TO: Facilities & Office Manager

ROLE PURPOSE: The Receptionist & Office Administrator is responsible for welcoming visitors to Head Office, as well as being the first point of contact on phone lines. The Receptionist & Office Administrator will also provide administrative support to the Office Manager and Board of Directors.

Role Responsibilities

• Welcome visitors to the office premises and connect them with the appropriate member of staff.
• Ensure all visitors to site are logged and have complied with reverse parking instructions.
• Answer phone calls to the main line in a timely manner, and direct calls to the correct offices.
• Where possible, screen calls to reduce nuisance calls and sales calls.
• Receive all post and parcel deliveries and distribute to the correct offices, including sending items via the internal mail system.
• Manage the conference room booking system and prepare rooms for client meetings.
• Ensure the stationary supply cupboard is clean and well-stocked.
• Order stationary supplies and generate purchase order numbers to ensure traceability.
• Ensure that the coffee and tea station is stocked with supplies, re-ordering as required.
• Co‑ordinating PPE for employees working on sites, collating size information and sending items in the internal mail.
• Ensure that the PPE supply room is stocked with supplies in a range of sizes, re‑ordering as required.
• Supporting the Board with administrative duties as and when required, e.g. minutes, photocopying, etc.
• Supporting the Office Manager with various tasks as related to logistics and company fleet vehicles, including but not limited to:
  • Issuing toll tags to employees
  • Scheduling vehicle servicing appointments
  • Ensuring weekly vehicle inspections are carried out
  • Reports
• Supporting with events and office team building days as and when required.
• Any other duties as may be assigned.

Knowledge, Skills & Experience Required

• A minimum of two years’ experience in a similar role.
• Proficient with MS Office Applications.
• Good organisational skills and time management.
• Excellent telephone manner, friendly and confident in a customer facing role.