Receptionist and Office Assistant

Position Summary:
We are seeking a highly organized and professional Office Assistant to support our leading distribution business in Dublin. Reporting to the Head of Facilities, the ideal candidate will be responsible for directing visitors, managing calls, assisting with administrative tasks, coordinating events and meetings, and providing general office and facility support. This role requires excellent communication skills and the ability to multitask effectively in a fast-paced environment.

Key Responsibilities:

Reception Duties:

1. Answer and Direct Calls:

• Handle incoming calls to the main line efficiently.
• Direct calls to the appropriate departments or personnel.

2. Record Callers and Transfers:

• Maintain a detailed log of callers and successful call transfers.
• Ensure accurate and timely communication of messages to relevant parties.

3. Answer and direct visitors:

• Answer the front door (remotely from desk) and direct visitors to sign in
• Inform staff of arrival of visitor

Administrative Support:

1. General Administrative Tasks:

• Assist with managing schedules, including appointments and meetings for various departments.

2. Meeting Coordination:

• Organize and coordinate meetings, including booking meeting rooms and arranging refreshments.

3. Travel Arrangements:

• Arrange travel and accommodation for staff as needed.

4. Expense Management:

• Handle travel and expense receipts for Directors.
• Ensure timely submission and processing of expense reports for Directors.

5. Office and Facility Management:

• Assist with general office and facility management tasks, including ordering supplies and managing office equipment.