Corporate Receptionist / Events Coordinator

Hollybank Trustees Ltd; Dublin; On-site; EUR 25,000 - 35,000; Full time

Job summary

Aramark Ireland is recruiting for a receptionist based at JPMorgan in Dublin. This on-site role involves front-of-house duties, meeting visitors, handling phone calls, and maintaining reception standards to ensure smooth daily operations.

The successful candidate will support facilities management, handle mail and couriers, and assist with event planning and ad hoc tasks as required.

Qualifications

• 1-2 years’ experience in facilities administration/reception
• Excellent written and oral communication skills
• Strong interpersonal and organisational abilities
• Effective communication over phone, email and in person
• Experience in fast-paced office environment and team work

Responsibilities

• Provide front-of-house and reception services for the client
• Handle reception duties with courtesy and professionalism
• Manage visitor access cards and signing in
• Handle telephone enquiries and distribute calls
• Maintain tidy reception area and accurate reporting systems
• Assist with ad hoc duties and on-site events for JPMorgan site

Skills

Communication

Interpersonal skills

Organizational skills

Telephone handling

Tools

MS Office

Job description

Aramark Ireland

Location: On site / Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Commercial & Marketing | Hospitality
Salary: Negotiable salary

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
• 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
• 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 taxis for staff and visitors
• 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.
• 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