Front of House / PA

Location

Belfast

Salary

Competitive Package

Closing Date

29/07/2021

We have an incredible opportunity for a first-class Front of House / PA to support our award-winning team within the busy admin function and reception desk located in our vibrant, new offices in Belfast city centre. 

 

What we're looking for

 

An enthusiastic and positive person to provide superior levels of service. Acting as an ambassador for the company you will provide professional and personable meet and greet to all levels supporting the busy reception desk, maintaining office standards and supporting the team as needed.

 

Critical Success Factors

 

  • An efficiently managed reception and telephony
  • A warmly welcomed client and visitor base
  • Efficient diary management and administrative support for CEO
  • Successfully managed travel/bookings
  • Superior level of service for all clients and catered meetings
  • A well maintained, well stocked office and kitchen space
  • Supporting a rich culture, one that is ambitious, innovative, collaborative, challenging, respectful, generous, fun and digital first

 

Your main relationships

 

  • CEO
  • People & Culture Manager
  • The wider team 

 

Day to Day Activities

 

Reception duties

  • Meet and greet all visitors (post COVID) in a welcoming and professional manner following sign in process
  • Answer and direct calls/emails/post - efficiently and promptly in line with company procedures as required
  • Book meetings on behalf of senior staff as required
  • Support wider team with catering for meetings ensuring all requirements are documented and responded to – with regular check ins for long meetings to ensure refreshments are responded to
  • Carry out various services such as book couriers and taxi’s etc.

 

Office Management & Upkeep

  • Ensure office space is always tidy; Reception/seating area/all meeting spaces /Kitchen/studio - with periodic checks throughout the day
  • Ensure office stock is replenished in timely fashion – ordering of toner, paper, stationery etc as needed
  • Manage onsite maintenance and contacts - electrics, building work, handyman, cleaners etc ensuring the office is working at a high standard
  • Set up and refresh meeting rooms throughout the day as needed
  • Support clear up of kitchen, communicating to the wider team of standards as required
  • Ensure kitchen is well stocked, twice weekly fruit order and full shopping/supplies order

 

PA Activities for Managing Director

  • Diary Management and administrative support – forward planning and review to advise and remind of meetings, enquire if support is needed for set up and any follow up communication support as advised.

 

Travel Management

  • Management of all staff travel needs

 

Admin support

  • To all teams as needed
    • Support with follow ups for Accounts reporting
    • ISO Support in ISO audit procedures as necessary
    • Onboarding – induction meetings diary management, new start packs set up, merchandise stock management
  • Recruitment support - References checks management, follow up and circulation

 

Team Culture support

  • In line with immediate manager assist with events and Team comms as needed to support Culture Manager
    • Team building / celebration events support /CSR activity
    • Cards/food/gift purchases/room décor/flower orders as needed

 

Health & Safety

  • Support with implementing a safe working practices to ensure safety of building occupiers and visitors

 

Other

  • Carry out additional ad-hoc duties as directed by Line Manager

 

What we need

 

  • Live and uphold the company values
  • Fulfil all duties as required to the highest standards
  • 2+ years’ experience in a similar Front of House / PA position - certifications desirable
  • Strong IT and administrative skills with good knowledge of all Microsoft packages – Word, Excel, Powerpoint
  • Excellent communication skills - adaptable for various levels of stakeholders and clients
  • Keen eye for detail
  • Well presented
  • Friendly and approachable with positive 'can do' attitude
  • Superior organisational skills
  • Excellent multi-tasker
  • Energetic and enthusiastic
  • Demonstrates initiative and self-management
  • Uphold ISO standards
  • Desire to progress

 

Your rewards

 

  • Competitive salary
  • 24 days annual leave (excluding public holidays)
  • Work on innovative projects with ambitious clients in Ireland and the UK
  • Flexible working
  • Continuous training opportunities
  • Company Bonus Scheme
  • Regular team building activities
  • Vibrant modern office in the City Centre
  • Contributory pension scheme
  • Cycle to Work Scheme
  •  

 

The Next Step

 

If this sounds like the opportunity you've been waiting for, we'd love to hear from you. Apply today!

Apply now

We'd love to know a bit more about your background here and don't forget to let us know any salary expectations and notice period too.

By submitting your CV you are also agreeing for Made to Engage to hold your CV on file for the period of one year from date of submission solely for the purposes of recruitment. 

 

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