Reception and Administrative Assistant

3 days ago

Dublin, Dublin City, Ireland beBeeOffice Full time €35,000 - €40,000
Front Office Coordinator

This role requires a professional with excellent communication skills to handle day-to-day office administration tasks, providing exceptional customer service and ensuring the smooth operation of our business.

Key Responsibilities:
  • Welcome and Greet Visitors: The successful candidate will have a warm and welcoming demeanor when interacting with clients and visitors.
  • Manage Phone Calls: They will answer and direct incoming calls promptly and accurately, providing timely assistance to callers.
  • Coordinate Visitor Sign-In: This involves managing the sign-in process and maintaining a tidy reception area, ensuring a seamless experience for visitors.
  • Handle Mail and Deliveries: The Front Office Coordinator will be responsible for handling incoming and outgoing mail and deliveries, ensuring timely processing and distribution.
  • Administrative Support: Provide general administrative assistance to office staff and management, including data entry, document preparation, and other tasks as needed.
  • Database Management: Maintain and update internal databases, records, and filing systems (both physical and digital), ensuring accuracy and efficiency.
  • Schedule Appointments: Assist with scheduling appointments, meetings, and managing calendars when required, ensuring effective time management.
  • Office Supplies: Order and maintain office supplies and stationery, ensuring a well-stocked and organized workspace.
  • Customer Inquiries: Handle customer inquiries via phone and email in a prompt and courteous manner, providing accurate information and resolving issues efficiently.
  • Department Liaison: Liaise with internal departments to ensure customer needs are met efficiently, fostering strong relationships and effective communication.
  • Support Services: Provide administrative support to logistics, sales, or service teams as needed, assisting with tasks such as purchase orders, invoices, and import/export documentation.
  • Communication Coordination: Coordinate communication between departments, ensuring a smooth flow of information and minimizing disruptions.
Requirements:
  • Previous Experience: A minimum of 1 year of experience in a front office or administrative role, preferably in a fast-paced environment.
  • Excellent Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders.
  • Organizational Skills: Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software applications.
  • Confidentiality: Ability to handle confidential information with integrity and discretion.
Personal Attributes:
  • Professional Demeanor: A professional and friendly demeanor, with a warm and welcoming attitude towards clients and visitors.
  • Reliability: Reliable, punctual, and self-motivated, with a strong commitment to delivering high-quality results.
  • Flexibility: A flexible and adaptable approach to tasks, with the ability to multitask and prioritize effectively.
  • Attention to Detail: Attention to detail and accuracy in all work, with a focus on quality and precision.
  • Calm Under Pressure: Ability to remain calm under pressure, with a positive and composed demeanor even in challenging situations.

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