Receptionist

Overview of Role

The Receptionist provides administrative and front-of-house support. A member of the facilities team, the Receptionist will be responsible for a range of reception and administrative duties in our Head Office, assisting with the day-to-day co-ordination of facilities services, visitor management, contractors, maintenance requests and general office operations. The reception is based at BIM’s HQ and therefore the first point of contact for anyone attending the main offices. The receptionist will be responsible for phone systems, email, post, courier services as well as for meeting and greeting visitors arriving in our head office and the management of meeting room bookings and lunch bookings when required. They will also be responsible for other administrative duties to support the Corporate Services and wider BIM teams. The role acts as a key point of contact for clients and colleagues, providing support across all aspects of BIM's regional operations and contributing to the efficient delivery of facilities and procurement activities. Please note that, due to the nature of this role, it is a fully onsite position requiring attendance five days per week. Working hours are approximately 9:00 a.m. to 5:00 p.m., and the role is not eligible for hybrid work arrangements.

Key Responsibilities

• Act as the first point of contact for visitors, clients, contractors and general facilities enquiries.

• Reception area housekeeping – maintenance of area, providing a professional image of BIM.

• Carry out routine visual checks of the reception, canteen, meeting rooms and communal areas, identifying issues requiring attention.

• Support security measures, monitoring logbooks, issuing visitors badges.

• Answer and respond to queries from clients and colleagues, providing support across all aspects of BIM regional operations.

• Manage incoming phone calls, emails and service requests, ensuring enquiries are handled promptly and directed to the appropriate team members.

• Provide support to the Facilities Team, including responding to queries and administrative support such as maintaining records, preparing documents and updating databases.

• Managing post in and out of the Head Office.

• Coordinate meeting room bookings and support the scheduling of facilities-related activities.

• Process and track facilities requests, maintenance issues and contractor visits.

• Maintain accurate records relating to building access, assets, stationery and office equipment.

• Support procurement activities as required, including raising purchase requests, liaising with suppliers and maintaining procurement records.

• Assist with the ordering of supplies and the coordination of deliveries and courier services.

• Support a safe and compliant workplace by identifying and reporting facilities, maintenance, health and safety, and security issues in a timely manner.

• Support health and safety administration, including record keeping and reporting requirements.

• Liaise with internal departments and external service providers to support the efficient operation of facilities services.

• Contribute to a professional, safe and welcoming workplace environment for employees, clients and visitors.

• Booking travel arrangements.

• To perform any other related duties as might reasonably be required and which may be assigned from time to time.

Essential Experience and Qualifications

• A minimum of 1 year working in a similar receptionist role.

• Professional manner.

• Excellent MS Word and MS Excel skills.

• Excellent administrative and organisational skills.

• Excellent interpersonal and communication skills.

• The ability to foster strong internal relationships.

• Good time management and the ability to prioritise and meet deadlines.

• The ability to work independently and unsupervised.

• Relevant qualification

Desirable Experience and Qualifications

• Fluency in spoken and written Irish.

Salary

Remuneration is in accordance with the Public Sector, Department of Finance approved Salary Scale for CO, with a salary range of €31,921 - €50,030 (as of 1st June 2026) per annum pro-rated with time worked. Appointment will be at the first point of the pay scale unless the candidate is currently employed within the public services. You will become a member of the Single Public Service Pension Scheme if you are not currently a member of a public sector pension scheme (or have not been a member in the past six months). Salary and Pension Scheme are subject to public sector approved norms and take account of recent service in the public sector in line with relevant circulars and rules.