Front Office Receptionist

  • Shay Murtagh Precast
  • Raharney, County Westmeath, Ireland
  • 22/04/2024
Full time Admin-Clerical

Job Description

Key Responsibilities

 

·         Answer phones, record and pass on messages on a timely basis to all colleagues

·         Each day complete a phone diary which is emailed to necessary managers every evening

·         Email messages as required throughout day in a timely manner

·         Mobile Phones – All mobile phones are stored and backups for broken or new numbers, including sim cards.  Liaise with Vodafone and manage account including monthly account to make sure correct.

·         Travel - Book flights and accommodation as necessary that includes the Construction Crews who travel to UK

·         Appointments – Keeping diary for directors and board rooms.  This should be dispersed each day with monthly and weekly calendar sent to relevant individuals.

·         Meetings – Making sure meeting rooms are prepared, refreshments for breaks and lunch are ordered.  Organising Transport if necessary from Airport/Hotel, meeting the respective guests, checking in and monitoring during day.

·         Contact Sheets – updated monthly making sure contact sheet up to date and dispersed to all office employees.

·         Stationary – Monitoring and ordering stationary as necessary including the upkeep and technical working of all printers and photocopiers on site and an adequate supply of stationary is on hand in a cost-efficient manner.

·         Septech/Rainman – Accept calls, including explaining costs and charges, recording credit card information for guarantee, and logging call out on service sheet.  Organising call outs with Septech Team, make call to Client confirming same and pull out file for Technician.  Once completed, document on database, charge credit card, invoice/receipt same to client, document on file and archive.  If unpaid, this is to be managed separately on Debtors sheet.  Delivery dockets to be printed for new customers, new files to be set up and documented on database.

·         Provide administrative support to senior management team on an as needed basis. 

·         Operate and respond to “live chat” system from our website

·         Record and operate internal ERP system contacts and enquiries

 

Key Competencies for this role

 

·         Demonstrated proficient competency around the key values of Shay Murtagh

o    Customer Focused

o    Respect & Empower our People

o    Dedicated to excellence & Continuous Improvement

o    Act professionally & Responsibly (Integrity & trust)

·         Action Orientated

·         Problem Solving

·         Organisation & Time Management