Receptionist

PURPOSE OF THE ROLE

We are seeking an experienced Receptionist/FOH professional to join our team in Dublin. This will be a permanent role working shifts patterns between the core reception opening hours of 08:00 – 18:00, Monday to Friday.

WHAT TO EXPECT IN THIS ROLE

Client care:

• Receiving clients and guests by greeting, welcoming, directing and announcing them appropriately.

• Provide regular updates to any visitors waiting for verification in reception.

• Welcome and escort guests to meeting rooms, taking coats and luggage as required.

• Offer refreshments in the lobby area if guests are waiting here and ensure you keep them updated on their host's arrival.

• Assist with Catering requirements for meeting – Ordering food, Serving refreshments, Putting catering from our external provider into meeting rooms.

• Proactively deal with enquiries and requests in person, via the telephone or email, in a timely and professional manner.

• Proactively manage the meeting room suite including the setting up and breaking down of bespoke meeting room setups.

• Continually develop client knowledge and capture this information in the Client Database where appropriate.

• Maintain the necessary awareness of building facilities to advise and direct guests appropriately.

• Assist with separate registration desks for functions as required.

• Communicate effectively with the main building reception team to foster collaborative working relationships

• Exhibit flexibility when supporting client meetings and events that either commence before the traditional working day or continue outside of core hours.

Teamwork and Communication:

• Communicate effectively with peers and the management team, displaying accuracy and attention to detail both in verbal and written communication.

• Maintain a strong awareness of business activity and communicate all updates with the team.

• Communicate to your line Manager any new / ongoing / potential issues and complaints so that they are addressed accordingly.

• Communicate effectively with the Client Coordination Team on new bookings, changes to existing bookings and on any cancellations.

• Support the training of new team members.

Personal Presentation and Responsibilities:

• Maintain a professional, polite and considerate manner at all times.

• Adhere to personal presentation and uniformity guidelines.

• Discuss any training needs or requests with your line Manager.

Working Environment:

• Maintain a clear, presentable working area at all times.

• Ensure that adequate food and beverage stock levels are maintained for both the meeting room suite environment and staff hub.

• Report all maintenance faults/hazards and cleaning requests to the helpdesk. Monitor progress to ensure issues are promptly rectified. Escalate as necessary.

• Check rooms are set up correctly according to the booking requirements. Monitor cleanliness and that all requirements for food and beverage, audio visual etc are ready and available at the requested time.

• Provide 'first-line' AV support when required. Attend the relevant AV training session and refresher training as required.

• Ensure all areas of responsibility such as cloakrooms, store cupboards, drawers and pantries are always presentable.

• Check that adequate supplies of stationery are available in each client room. Monitor stationery supplies, requesting new stocks as per procedure and ensuring waste is minimised.

Policies and Procedures:

• Adhere to the Firm's policies and procedures.

• Abide by all Security policies and procedures, including access restrictions, the receipt of goods and Fire and Life Safety information.

• Call your Line Manager or team to report on duty, late or sick within the set time scales.

• Familiarise yourself on how to report your safety in the event of an incident.

• Answer the phone promptly and politely within three rings.

• Understand and use the visitor registration system and have a thorough working knowledge of the room booking software.

• Run system reports and compile bespoke client activity reports as required.

• Be aware of room status in client rooms at all times, ensuring the room is ready prior to the next booking.

• Make all on the day meeting room bookings.

• Monitor access and redirect contingent workers and external couriers to the correct location.

• Provide comprehensive handovers for members of the next shift at shift changes.

• Assist with security procedures and provide Security handovers, where appropriate, at the shift ends.

• Always maintain confidentiality. Keep all information and materials relating to the business of the Firm or its clients strictly confidential.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the firm.