Receptionist

Apleona; Cork; On-site; EUR 24,000 - 32,000; Full time

Job summary

Apleona is seeking a Receptionist for their Cork City site. The role is fixed-term for 41 weeks with Monday-Thursday 8am-4:30pm and Friday 8am-3:30pm. The receptionist will manage deliveries, visitors, and general admin; uphold SOPs, and assist with safety and facilities tasks.

Key duties include coordinating facilities requests, assisting in emergencies, and ensuring a professional front-office experience for clients and staff.

Qualifications

• Proficiency in MS Word, MS Excel and Outlook.
• Excellent customer service and phone manner.
• Ability to work well in a team and meet deadlines.
• Strong communication and interpersonal skills.
• Plan, prioritise and work to strict deadlines.

Responsibilities

• Greet visitors and manage reception area professionally.
• Handle incoming/outgoing deliveries and postroom duties.
• Maintain and update SOPs and records as required.
• Coordinate facilities requests and basic admin tasks.
• Assist in safety-related duties and report hazards.

Skills

MS Word

MS Excel

Outlook

Customer service

Phone manner

Tools

Microsoft Office

Job description

At Apleona, we are currently looking for a Receptionist to join our team at our site based in Cork City.

Working Pattern: Monday to Thursday (8am - 4.30pm), Fridays (8am - 3.30pm)

***Fixed-Term - 41 weeks***

Main duties and responsibilities

• Implementing permit to work system for contractors.
• Reviewing the Cleaning Diary; log all cleaning calls in the diary kept at reception.
• Handling all incoming and outgoing deliveries e.g., couriers.
• General administration and taking on ad hoc projects and tasks as and when required
• Upsell facilities by making the Facilities Manager aware of any gaps in service.
• Report any maintenance issues which you notice onsite to the Facilities Manager.
• Assist in emergencies such as light leaks, spills etc and identify and report hazards and incidents.
• Assist in health and Safety including bell tests, floor walks and first aid boxes are stocked.
• Coordinates/leads the completion of facilities requests from employees.
• Ensure Standard Operating Procedures (SOP’s) are up to date for training
• Scheduling PPM works and ensures these are completed in a timely manner
• Keeping accurate records of works carried out
• Welcoming clients and visitors to the office in a professional and courteous manner
• Issuing access badges for visitors and contractors.
• Effective management of administration processes (POs goods/services received).
• Respond to soft service calls logged, investigate the nature of the issue, and seek a speedy resolution.
• Remove wastepaper from all areas and ensure proper storage and segregation and collection by contractors.
• Liaising with cleaning team on specific requests and ensuring cleaning schedule adhered to.
• Frequent checks of key areas like toilets and café area, tidying and replenishing stock when necessary.
• Ordering and restock of cleaning, catering, and stationary supplies and replenish paper in printers.
• Set up Meeting rooms and assist in Catering requests and complete Post Room duties
• Keeping up to date records of all services and purchases and reporting these to line manager
• Keeping record of any cleaning issues onsite and reporting these to line manager
• Near miss and incident reporting

Qualifications and experience

• Working knowledge of Microsoft Word, Excel and Outlook
• Excellent customer service skills and excellent phone manner, communication, and interpersonal skills
• Ability to work with and part of a team
• Ability to plan, prioritise and work to strict deadlines
• Good communication and interpersonal skills with a strong customer focus