Advert Text
Apleona is currently recruiting for a Front Desk Facilities Coordinator to work in Dublin South.
Working Pattern: Monday - Friday, 9am - 5.30pm
Main Duties & Responsibilities
- Act as first point of contact for visitors, clients, contractors and suppliers, while providing a professional, welcoming and customer-focused service.
- Answer, direct and respond to general enquiries from incoming calls
- Manage incoming, outgoing post, courier deliveries and office correspondence.
- Maintain meeting rooms, coordinate bookings, and assist with meetings, events and hospitality requirements.
- Provide administrative support including, preparing correspondence, reports, presentations and meeting documentation.
- Maintain electronic and paper filing systems ensuring records are accurate and up to date.
- Coordinate office supplies and stationery.
- Process supplier invoices, and match invoices against purchase orders, quotations and supporting documentation.
- Monitor invoice approval workflows and follow up outstanding approvals, while liaising with suppliers regarding invoice queries and account reconciliations.
- Assist with coding invoices and preparing payment schedules, while maintaining accurate financial records and reporting spreadsheets.
- Coordinate the issue, return and tracking of building access cards, fobs and keys, and maintain accurate access registers and records.
- Process access requests and coordinate access permissions with property managers and building management.
- Assist in compiling client reports and management information and maintain databases and ensure accuracy.
- Support KPI reporting and departmental performance tracking where required.
- Ensure confidentiality of company and client information and maintain compliance with policies/procedures.
Qualifications & Experience
- Minimum of 2–3 years’ experience in an administrative, office coordination or front office role.
- Experience working within property management, facilities management or a professional services environment would be advantageous.
- Highly organised with excellent attention to detail, and ability to prioritise competing workloads.
- Good numerical skills and experience working with invoices.
- Proficient in Microsoft Office (Word, Excel, Outlook and Teams).
- Ability to work independently and as part of a team.
- Excellent communication and interpersonal skills.
- Professional, reliable and proactive.
- Experience working with property management software or financial systems would be advantageous.
- Business Administration qualification or equivalent experience desirable.
We look forward to your application!
Ref.17529