Facilities Administrator / Receptionist

Location Cork, Cork
Job Type Contract
Salary Negotiable
Published over 1 year ago
Start Date ASAP
Contact Amanda McKnight

Job Description

Facilities Administrator / Receptionist

Our Client is seeking an experienced Customer Service (CS) Facilities Administrator/Receptionist to join the Facilities team. The successful candidate will form a key part of their CS Cork operation, taking responsibility for the efficient running of the reception area and supporting CS with various Facilities administration tasks that are essential for the smooth running of the site.

Tasks and Responsibilities


  • Carry out site facility inspections as part of the Facilities team and ensure the facility is maintained to the required standards at all times
  • Ensure all facilities on site are in full working order
  • Ensure vending machines are continuously stocked and in full working order
  • Ensure kitchen supplies are stocked at the required level and the kitchen is in full clean and working order
  • Liaise with the cleaners daily to offer guidance on key areas of focus and to provide feedback and forward plans to be considered. Monitor and feedback cleaning standards
  • Liaise and instruct contractors on site for all repairs and maintenance issues
  • Respond to Security issues in a timely manner in line with our processes and liaising with Global Security and the Facilities manager to address and escalate any unresolved issues


  • Manage & maintain reception in a professional manner ensuring all visitors and contractors are signed in, Health and Safety leaflets are issued and confidentiality statements are signed
  • Ensure a high standard of personal and environment presentation as to give visitors a good first impression
  • Ensure all inbound phone calls and queries are answered and direct calls and messages to the relevant people
  • Ensure effective administration of all internal and external post ensuring that all delivered post is communicated to the relevant people for collection at reception
  • Administration of the security badge system
  • Monitoring and ordering of new stationary stock once per week and materials using the Oracle system, including creating Purchase Requisitions, monitoring of Purchase Orders for timely delivery and signing off for received stock
  • Ensure all invoices are correctly documented and sent to Accounts Payable
  • Manage the booking of meeting rooms and ensure the smooth running of these meetings
  • Arranging Travel, Accommodation, Restaurant and Taxi itineraries for visitors from other sites
  • Monitor reserved car park spaces to ensure the correct staff are using them
  • Ensure lost property is communicated to site and kept safely until owners retrieve item
  • Ensure no unauthorized people enter the building without permission from the Facilities Manager/Site lead

Basic Qualifications

  • Previous use of Microsoft Office suite and internet tools essential (ECDL or other similar qualification an advantage)
  • Excellent interpersonal skills
  • Flexible approach to working hours
  • Good telephone and reception manner

Preferred Qualifications

  • Familiarity with Oracle and other databases required
  • Experience in a similar role an advantage
  • Health and Safety Qualification preferable but not essential

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