Receptionist

Overview of the Role:

The successful candidate will be the receptionist at our busy Kilkenny office. They will deal with all visitors and queries via telephone in a friendly, polite and professional manager whilst also dealing with a wide range of Administrative duties. 

Duties of the Role include; 

• Ensure that all calls are answered and forwarded to the correct person

• The reception area and meeting rooms are clean and tidy at all times

• Compile weekly movements schedule

• Ensure that the Contacts List is kept up to date, type standard letters, general administration and filing duties

• Provide administrative support to various departments including HR, SHEQ, Finance, Procurement, Tendering etc, photocopy, archive files and documents

• Type management documents, procedures, specifications, reports, letters etc.

• Open the post on a daily basis, date stamp, distribute promptly and correctly, be it in paper or electronic format

• Liaise with the local courier regarding daily lodgements and other collections

• Liaise with Stores regarding non local collections and deliveries. 

• Sort and file the creditors statements as they come in the post 

• Check and sign off various overhead invoices by matching to order and GRN e.g. stationery, flights etc. 

• Prepare the outgoing post, ensuring all franked and ready for collection by the courier. Monitor the franking machine to ensure that there is sufficient credit at all times and order additional credit when required

• Co-ordinate and order all office stationery, toners, cartridges and equipment etc on a monthly basis for all sites. Arrange and order business cards as required for Dublin, Kilkenny, SEDE and all WWTP and WTP sites

• Arrange meeting rooms and lunch when required for visitors and senior management

• Provide PA assistance to the Directors, as required

• Reconcile the company credit cards on a monthly basis and approve transactions on behalf of Regional Directors

• Type the monthly management meeting action points and distribute

• Keep track and send out all the CVRT/ Tax discs that come in and who they are for and when they are sent, distribute fuel cards and insurance discs as needed

• Organise diary and planners each year and distribute to all sites/people

• Arrange PO's through Admin in KK and send out PO numbers to suppliers once completed

Required skills for this role; 

• Previous reception/administration experience desirable 

• Excellent Communication Skills 

• Good Organisational Skills 

• Strong IT Skills