Administrative Service Coordinator

3 days ago

Cork, Cork, Ireland beBeeFrontDeskAdministrator Full time €35,000 - €45,000
Job Description

A Front Desk Administrator is the first point of contact for any organisation. They greet visitors, customers, and clients with a warm welcome.

Their primary role is to manage the front desk, provide excellent customer service, and ensure smooth operations within the office.

Key Responsibilities
  1. Greet and Welcome Visitors: The Front Desk Administrator warmly welcomes visitors, determines the nature of their visit, ensures the correct sign-in process is followed, and directs them to the appropriate person or department.
  2. Answer and Route Phone Calls: The Front Desk Administrator manages incoming calls, answers inquiries, and directs calls to the appropriate parties. This includes managing multi-line phone systems.
  3. Manage Appointments: Scheduling and confirming appointments, meetings, and training room bookings, ensuring there are no conflicts.
  4. Handle Mail and Deliveries: Receiving, sorting, and distributing incoming mail and packages, as well as preparing outgoing mail.
  5. Provide Administrative Support: Assisting with various administrative tasks, such as data entry, filing, maintaining office supplies, and keeping the reception area tidy.
  6. Offer Customer Service: Providing information and assistance to visitors and callers, addressing their inquiries, and resolving any issues or complaints in a professional manner.
  7. Maintain Security: Monitoring access to the building, ensuring that only authorised individuals enter, and maintaining visitor logs and badges as needed.
  8. Monitor Key Performance Indicators: 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.
Required Skills and Qualifications
  • Excellent Communication Skills: The ability to interact with visitors, clients, and colleagues effectively.
  • Strong Interpersonal Skills: A friendly and approachable demeanour to make visitors feel welcome and valued.
  • Effective 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.
  • Meticulous Attention to Detail: Ensuring accuracy in tasks.
  • Dependability: Reliable and punctual, with a strong sense of responsibility and work ethic.
Benefits

This role offers opportunities for career growth and development in a dynamic and supportive environment.

Experience

Prior experience in a receptionist or customer service role is preferred.

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