Vacancy details

Poppintree, Dublin 11

This vacancy is now closed

Description

JOB TITLE                            RECEPTIONIST / ADMINISTRATOR

 

REPORTING TO                  Factory manager

 

JOB PURPOSE                      To present a professional and welcoming image of Kepak to all by greeting visitors and answering calls.  To provide effective administrative support to the Factory. You will be responsible for providing support across all departments within the business, working closely with department managers. Take ownership for planning organising meetings and interviews. You will be responsible for managing employee clock cards system and report any anomalies to the relevant managers. You will be involved in communication between employees and senior managers.

 

HOURS OF WORK

 

08:30-16:30 (Mon to Fri) – may vary depending on Factory needs

 

PAY

                                    Monthly (competitive)

 

BENEFITS

                                    Free on-site parking

                                    Canteen facilities equipped with full kitchen and vending machines

                                    Free Hot Drinks

                                    Company Pension Scheme

                                    Cycle To Work Scheme

JOB TYPE

                                    Full time, Permanent

 

 

KEY RESPONSIBILITIES

 

Responsibilities associated with this role include, but are not limited to, the following:

 

Reception/Switchboard

  • Greet all visitors and couriers to the company
  • Ensure security measures are followed - signing in, etc.
  • COVID pre-screening for all visitors
  • Maintain attractive and professional reception area
  • Handle all incoming calls and route appropriately and efficiently
  • Screening calls for senior managers
  • Co-ordinate and record taxi bookings

Travel

  • Act as back-up to Travel Co-ordinator
  • Book and log travel - flights, car hire, hotel accommodation and meeting facilities, etc.
  • Car Hire – booking, voucher issue if required
  • Assisting credit card reconciliation, booking queries
  • Taxi/Exec Car bookings

 

 

 

 

 

Administration

  • Co-ordinate all incoming and outgoing post (and faxes)
  • Support to Directors, Senior Management and Support Services Executive when requested
  • Support to other Departments within Head Office when requested
  • Archiving
  • Document Preparation: Correspondence/Memos/Reports/PowerPoint presentations/ Itineraries/Agendas
  • Diary Management
  • Meeting Room bookings (in-house)

 

Employee ID Cards

  • Issue Employee ID Cards
  • Keeping the Clock card system healthy and up-to-date daily

 

Miscellaneous:

  • Responsible for company administrative projects
  • Photocopying; typing; filing
  • Printing and binding of documents and presentations
  • Ordering of office supplies and other consumables what are crucial for day-to-day factory operation.
  • Maintaining databases
  • Organising servicing of equipment
  • Recycling – co-ordinate full implementation of system
  • Arranging intra and external company communications

 

 

SKILLS / KNOWLEDGE / EXPERIENCE

 

KEY SKILLS:

  • Good self-presentation with high standards of cleanliness
  • Flexibility, ability to work on own initiative
  • Excellent interpersonal and communication skills

 

  • MS Office applications, e.g., Word, Excel and PowerPoint are essential
  • Good Keyboard and telephone handling skills