Facilities Administrator

Overall Purpose of the Job The receptionist serves as the first point of contact for visitors and callers. Their main tasks include greeting guests, answering phone calls, directing inquiries, and managing front desk operations. They also handle scheduling, maintain office security, and assist with administrative tasks to keep the office running smoothly. Their role is essential in creating a welcoming and professional environment. Main Duties and Responsibilities Greeting visitors upon arrival in the building and arranging for the tenant to collect them from the reception Organizing pickups for couriers on a day-to-day basis Managing post collect post every day from tenants, frank post and have ready for An Post to collect from reception Liaising with Facilities Manager on a day-to-day basis Updating financial records and creating Purchase orders on QFM Answering telephones, screen/direct calls, message management. Maintaining a preventive maintenance planner for a number of sites and making sure services are completed when they are due and keeping track of service reports Liaising with Technical Services team on a day-to-day basis Room bookings, ordering gift baskets, Completing cleaning checks on a weekly basis of entire building and making sure building is kept to a high standard on a day-to-day basis Ordering supplies ie: stationary, gift baskets, visitor passes & sign in sheets Ensuring reception areas are kept tidy, managing flower arrangements etc. Placing call outs with contractors Liaising with facilities staff from a number of tenants and coordinating works Contract administration for sub-contractors Organizing quotes for repair works from sub-contractors Maintaining a helpdesk log every day Assist our client with administration and clerical duties along with providing general day to day administration and clerical support Person Specification Excellent customer service 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 both internally and externally Experience in a similar role essential Experience of working in a office environment essential Basic understanding of invoices and purchase orders Working knowledge of Microsoft word, excel and outlook Third level qualification At least two years relevant experience Working Pattern Monday to Friday, 09:00 to 17:30.