Corporate Receptionist / Events Coordinator

Aramark Ireland; Dublin; On-site; EUR 26,000 - 32,000; Full time

Job summary

Aramark Ireland is recruiting a receptionist for a JPMorgan site in Dublin. The role focuses on front-of-house duties, visitor management, and coordinating meetings in a professional facilities environment.

You will handle phone and email inquiries, manage access and sign-ins, and support daily facilities operations. The position requires 1–2 years in a similar role and excellent communication skills.

Qualifications

• 1-2 years' experience in a similar facilities administration/reception role.
• Excellent written and spoken communication skills.
• Strong interpersonal and organisational abilities.
• Able to communicate effectively by phone, email and in person.
• Experience in a fast-paced office environment.
• Reliable and flexible, able to work independently or in a team.
• Proficient with MS Office (Word/Excel/PowerPoint).
• Good understanding of Health and Safety practices.

Responsibilities

• Provide front-of-house and reception services for the client.
• Handle reception duties with courtesy at all times.
• Manage visitor access cards and sign-ins.
• Answer telephone enquiries and route calls as needed.
• Distribute calls, take messages and email relevant individuals promptly.
• Assist with mailroom duties and courier/post management.
• Maintain tidy reception area and accurate information systems.
• Coordinate meeting room bookings and EMS reporting.
• Support with ad hoc tasks for JPMorgan site as needed.
• Daily on-site management of contractors/vendors and service providers.

Skills

Communication

Organizational skills

MS Office

Telephone etiquette

Tools

MS Word

MS Excel

PowerPoint

Job description

Aramark is currently recruiting for a receptionist to be based at JPMorgan. The successful candidate will get the opportunity to meet a variety of people and gain experience in a professional environment, affording them the opportunity to hone and develop their skills in facilities management.

RESPONSIBILITIES*

• Provide front-of-house and reception services for the client directly
• Handling the client's reception duties with care, commitment and always in a courteous manner
• Management of visitor access cards and signing in
• Telephone enquiries (internal & external)
• Distributing calls throughout the building, taking messages if necessary and e-mailing relevant individuals without delay
• Handling couriers and post deliveries and collections
• Mailroom distribution and duties as per site procedures
• Sorting of post ensuring a co-ordinated approach to incoming and outgoing post management
• Meeting room bookings
• Maintain the reception area in a tidy manner
• Maintaining accurate and efficient management information systems
• Ensure all activities are carried out in accordance with H & S policies
• General facilities support
• Note: In exceptional circumstances, there may be a requirement to assist with other ad hoc duties for the client
• Daily inspection of the office, addressing and reporting any issues identified.
• Ordering of office consumables and stationery, ensuring adequate supplies are always available
• Daily on-site management of all contractors/vendors to ensure standards are maintained at the required level
• Manage reactive requests submitted through the in-house ticketing system

Additional Responsibilities For JP Morgan Site

• JPMorgan reception role is a Corporate Reception role which includes administration and the organisation of all the events on site.
• Administration support and event planning.
• We have the duty to organise all the meetings and events, external or internal, that are taking place on this site.
• Book and organise all the daytime meetings and events.
• Book and organise all the evening events.
• Send emails to the relevant teams for cleaning quotes, security quotes and porterage quotes when needed and forward these on to the relevant clients.
• Sometimes meetings are requested by the host of an event to go through details; we organise this and run through everything with the client.
• Send emails to follow up on the booking's requests.
• Check if meeting rooms are set up according to the host requirements.
• Amend bookings and pass on updates to the catering team. Changes and updates happen regularly.
• Meeting every Tuesday with all the teams involved to go through the EMS Report of all events/bookings.
• We book all catering requirements.
• Book Audio Visual Support
• Book taxis for staff and visitors
• Raise Prism Tickets
• Raise Audio Visual Support Tickets
• Raise VCCM Tickets with London Audio Visual Support
• Book internal rooms for JPM Staff when assistance is needed.
• Follow up on Cost Centres used for each booking.
• Transfer incoming calls.
• Update EMS pricing and details of customised Events menu
• General queries and help with issues that arise throughout the day by phone and at reception.
• We assist with new joiners taking SID numbers and contacting staff to collect them from reception.
• For JPM Staff that have forgotten their access cards, we need to take names and SID numbers from them, verify who they are and try to contact someone by ping, etc to escort them into the building.
• Liaise with Parking Team to book parking spaces for visitors.
• Apply for access through Smart Access for JPM staff visiting from other locations.
• Let staff and visitors with no access cards in and out of the turnstile gate.
• Update the Dublin Mailing List weekly
• Generate personal WI‑FI Codes for visitors.
• We update People's Agenda Lists of all new staff employees and contractors, which is a complex task, and we send the Induction emails to new joiners on specific dates. This involves keeping up to date with the new joiner tracking list, which is a weekly task.

Requirements

• 1-2 years' experience in a similar facilities administration/reception role
• Must have excellent communication skills both written and oral.
• Excellent communication, interpersonal and organisational skills
• The ability to communicate effectively over the telephone, email and face-to-face is essential.
• Experience of working within a fast-paced office environment
• Dependable and flexible, able to work independently as well as part of a team.
• High level working knowledge of MS Office packages, Word, Excel, PowerPoint
• A good understanding of Health and Safety practices