Front Desk & Visitor Experience Coordinator

Keelings; Saint Margaret’s; On-site; EUR 26,000 - 34,000; Full time

Benefits offered by this job

Staff discount at Keelings Farm Shop

Free on-site parking with electric car

Wellness initiatives

Job summary

Keelings is seeking a receptionist/administrative professional in Ireland to join our front-of-house team. You will be the first point of contact for employees, visitors and suppliers, delivering a welcoming and professional experience while handling calls and emails.

The role covers reception maintenance, meeting room coordination, post handling, PO processing in Concur, TravelPerk support, and providing support to the EA team, with a focus on confidentiality and accuracy.

Qualifications

• Minimum of one year's experience in a receptionist/administrative role.
• Competent in Microsoft Office and general business systems.
• Fluent in spoken and written English.
• Excellent verbal and written communication skills, with a professional and courteous manner.
• Strong organisational and time management skills, with the ability to prioritise a varied workload.
• Excellent attention to detail and a high level of accuracy.
• Reliable, dependable, and flexible, with a positive and proactive approach to work.
• Good administrative and record-keeping skills
• Ability to work independently, use initiative, and always maintain confidentiality and discretion.
• Access to own transport.

Responsibilities

• Act as the first point of contact for all employees, visitors, customers, suppliers, and contractors, and delivery personnel, providing a professional and welcoming experience.
• Maintain the reception area, meeting rooms and visitor facilities to a high standard.
• Answer and manage incoming telephone calls and emails, directing enquiries promptly to the appropriate employee or department.
• Coordinate visitor sign-in, security procedures and access requirements, following company health and safety policies.
• Receive, sort and distribute post, couriers, samples, documents and deliveries to the appropriate departments.
• Assist with the coordination of meetings and appointments, including booking meeting rooms, arranging catering and refreshments, and ensuring rooms are prepared and ready for attendees.
• Centralised stationary - raised PO on concur. Monthly tracking.
• Manage the supply of PPE requirements for visitors, maintaining an accurate record of use.
• Provide administrative support to the Executive Assistant team as required, assisting with day-to-day coordination, documentation, meeting arrangements and other ad hoc administrative tasks.
• Raise purchase orders through the P2P (Concur) system for office requirements, including stationery, office supplies and other approved purchases, ensuring accurate coding, appropriate approvals and compliance with company purchasing procedures.
• Manage the company's Lost & Found process, ensuring items are recorded, securely stored, appropriately communicated, and returned to the rightful owner where possible, with unclaimed items handled in line with company procedures.
• Act as the central point of contact for the TravelPerk system, supporting employees with travel-related queries, bookings and system access, and liaising with the provider as required.
• Carry out additional administrative and ad hoc duties to support the wider business as required.

Skills

Receptionist experience

Microsoft Office

English fluency

Communication skills

Organisation

Attention to detail

Discretion

Time management

Independent worker

Transport access

Education

Leaving Certificate

MS Outlook/Word/PowerPoint/Excel

Tools

TravelPerk

Concur

Job description

Keelings is seeking a receptionist/administrative professional in Ireland to join our front-of-house team. You will be the first point of contact for employees, visitors and suppliers, delivering a welcoming and professional experience while handling calls and emails.

The role covers reception maintenance, meeting room coordination, post handling, PO processing in Concur, TravelPerk support, and providing support to the EA team, with a focus on confidentiality and accuracy.