Front Desk Administrator

2 weeks ago

Cork, Cork, Ireland Occupli Full time

We have an exciting opportunity to join Occupli as a Front Desk Administrator.

Overview

A Front Desk Administrator is the first point of contact for any organisation, greeting visitors, customers, and clients. Their primary role is to manage the front desk, provide excellent customer service, and ensure smooth operations within the office. Front Desk Administrators play a crucial role in creating a positive impression and maintaining effective communication channels within the organisation.

Key Responsibilities

  • Greeting and Welcoming Visitors: The Front Desk Administrator is responsible for warmly welcoming visitors, determining the nature of their visit, ensuring the correct sign-in process is followed and directing them to the appropriate person or department.
  • Answering and Routing Phone Calls: Managing incoming calls, answering inquiries, and directing calls to the appropriate parties. This includes managing multi-line phone systems.
  • Managing Appointments: Scheduling and confirming appointments, meetings, and training room bookings, ensuring there are no conflicts.
  • Handling Mail and Deliveries: Receiving, sorting, and distributing incoming mail and packages, as well as preparing outgoing mail.
  • Administrative Support: Assisting with various administrative tasks, such as data entry, filing, maintaining office supplies, and keeping the reception area tidy. Complete printing and the issuing of paperwork/course notes to trainers and learners within the designated timelines.
  • Customer Service: Providing information and assistance to visitors and callers, addressing their inquiries, and resolving any issues or complaints in a professional manner.
  • Security: Monitoring access to the building, ensuring that only authorised individuals enter, and maintaining visitor logs and badges as needed.
  • KPIs: Overseeing and managing the process of securing course bookings as they arise with clients. Reporting regularly on daily/weekly KPIs to ensure the business is aware of performance status.
  • Stock Management: Ensuring adequate stock of office supplies and placing orders when necessary within budgetary control.
  • Technology Management: Utilising office equipment such as computers, copiers, and printers and ensuring that they are in good working condition.

Qualifications and Skills

  • Communication Skills: Excellent verbal and written communication skills are essential for interacting with visitors, clients, and colleagues.
  • Interpersonal Skills: A friendly and approachable demeanour to make visitors feel welcome and valued.
  • Organisational Skills: Strong organisational abilities to manage multiple tasks and responsibilities efficiently.
  • Technical Proficiency: Proficiency in using office software such as Microsoft Office (Word, Excel, Outlook) and familiarity with phone systems and office equipment.
  • Problem-Solving Skills: Ability to handle unexpected situations and resolve issues promptly and effectively.
  • Attention to Detail: Meticulous attention to detail to ensure accuracy in tasks.
  • Dependability: Reliable and punctual, with a strong sense of responsibility and work ethic.

Experience

  • Previous Experience: Prior experience in a receptionist or customer service role is preferred.
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