Collins McNicholas

Great opportunity for anyone trying to build some experience on their CV, this is a 3-month contract starting the 2nd of September for a receptionist. To join a large international company, in the hospitality sector. If you are friendly and enjoy greeting people with a smile then this opportunity could be for you. I would be happy to discuss the role with you in more detail. Please contact Lia Boyland on 021-4911060 or email lia.boyland@collinsmcnicholas.ie

What you will be doing –

Reception

 

  • Meet and greet all visitors offering refreshments, if appropriate, and informing relevant associates. Ensure that all visitors sign the visitors’ book and carry visitors’ badges. 
  • Keep the reception area operating smoothly, while ensuring it is kept neat, tidy and display a professional appearance at all times. Arranging adequate cover is organised in your absence.
  • Update reception manual on a regular basis (e.g. procedures, contacts etc)
  • Ensure all conference rooms remain clean and tidy with relevant equipment in place. Book conference rooms and offices as requested by associates.
  • Responsible to sort and record (where relevant) all incoming mail/deliveries in the post room.
  • Accountable for the preparation of all outgoing courier mail and maintaining all correspondence.
  • Sign off or distribute invoices/delivery dockets for approval indicating which department that needs to be charged.
  • Investigate office suppliers for competitive contract deals, in conjunction with finance, where appropriate.
  • Update and distribute telephone lists for the Cork office and forward to US on a quarterly basis.
  • Maintain a current list of associates who require the bus pass and order on a monthly basis using the Bus Eireann ordering system.
  • Maintain First Aid boxes to ensure adequate supplies at all times.
  • Administer weekly stock take for stationery and kitchen supplies, placing orders when necessary and ensuring control and systems are adhered to at all times.
  • Responsible for kitchen and co-ordination of its upkeep, re-stocking supplies where applicable
  • Issue and monitor keycards for all current associates, new starters and visitors. Complete audit on a regular basis.
  • Conduct Health and Safety site inspections with the Director HR when required.
  • Track Fire Wardens and First Aiders daily attendance and co-ordinate Health and Safety training when required.
  • Liaise with relevant associates/suppliers in relation to office maintenance. Maintain a log of all associate’s concerns and resolutions.
  • Undertake specific projects as required, from time to time.

 

Office Administration

 

  • Assist the Human Resources Team with general administration duties e.g. regret letters and provide secretarial support as requested.
  • Co-ordinate and prepare vacancy list for EME weekly.
  • Maintain birthday list and send e-cards accordingly.
  • Liaise with recruitment agencies in Cork and London for open positions.
  • Advertising positions externally, when required.
  • Print and assist with the screening of CVs from Cork recruitment inbox for the Human Resources Department.
  • Coordinate interviews with candidates for open positions.
  • Facilitate with securing both written and verbal references for potential candidates in Cork and London.
  • Assist with preparing first-day inductions packs.
  • Ensure notice boards in the canteen are updated on a regular basis.
  • Prepare expense reports for managers on-site, where applicable.
  • Assist associates with travel arrangements as requested.
  • Update departments organisation charts, when required.
  • Any other duties as requested by management.

 

Other

  • Perform all tasks in a timely manner ensuring all deadlines are met.
  • Perform other related tasks as assigned by management.

Please contact Lia Boyland on 021-4911060 or email lia.boyland@collinsmcnicholas.ie for more information. 

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