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
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Act as first point of contact for visitors, clients, contractors and suppliers, while providing a professional, welcoming and customer-focused service.
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Answer, direct and respond to general enquiries from incoming calls
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Manage incoming, outgoing post, courier deliveries and office correspondence.
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Maintain meeting rooms, coordinate bookings, and assist with meetings, events and hospitality requirements.
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Provide administrative support including, preparing correspondence, reports, presentations and meeting documentation.
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Maintain electronic and paper filing systems ensuring records are accurate and up to date.
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Coordinate office supplies and stationery.
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Process supplier invoices, and match invoices against purchase orders, quotations and supporting documentation.
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Monitor invoice approval workflows and follow up outstanding approvals, while liaising with suppliers regarding invoice queries and account reconciliations.
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Assist with coding invoices and preparing payment schedules, while maintaining accurate financial records and reporting spreadsheets.
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Coordinate the issue, return and tracking of building access cards, fobs and keys, and maintain accurate access registers and records.
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Process access requests and coordinate access permissions with property managers and building management.
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Assist in compiling client reports and management information and maintain databases and ensure accuracy.
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Support KPI reporting and departmental performance tracking where required.
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Ensure confidentiality of company and client information and maintain compliance with policies/procedures.
Qualifications & Experience
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Minimum of 2-3 years' experience in an administrative, office coordination or front office role.
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Experience working within property management, facilities management or a professional services environment would be advantageous.
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Highly organised with excellent attention to detail, and ability to prioritise competing workloads.
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Good numerical skills and experience working with invoices.
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Proficient in Microsoft Office (Word, Excel, Outlook and Teams).
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Ability to work independently and as part of a team.
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Excellent communication and interpersonal skills.
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Professional, reliable and proactive.
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Experience working with property management software or financial systems would be advantageous.
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Business Administration qualification or equivalent experience desirable.
We look forward to your application!
IND2
