Receptionist / Facilities Coordinator

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We are looking for a Receptionist / Facilities Coordinator to join the Apleona team at our site in Dublin 2.

Working pattern: Monday to Friday, 8:30am - 5:30pm, 40 hours weekly.

Main Duties and Responsibilities

• Implement permit to work system for contractors; reviewing the Cleaning Diary and logging all cleaning calls at reception.
• Handling all incoming, outgoing deliveries (e.g., couriers) as well as, general administration and ad hoc projects as required.
• Upsell facilities by identifying any gaps in service and reporting any maintenance issues to Facilities Manager.
• Assist in Health and Safety including bell tests, floor walks, and ensuring first aid boxes are stocked
• Coordinate/lead the completion of facilities requests from employees while ensuring SOPs are up to date for training and anyone covering your duties receives a proper handover.
• Schedule PPM works, ensure these are completed in a timely manner, and keep accurate records of works carried out, reporting these to your line manager.
• Deliver agreed levels of Customer Service by welcoming clients and visitors in a professional manner to generate a professional and welcoming atmosphere; issue access badges for visitors and contractors.
• Effective management of administration processes (POs, goods/services received), while working as part of a team in delivering a high standard.
• Respond to soft service calls logged, investigate the nature of the issue, and seek a speedy resolution.
• Ensure a high standard of Cleaning onsite by ensuring reception is always kept tidy and checked frequently; remove wastepaper from all areas and ensure proper storage, segregation, and collection by contractors.
• Liaise with the cleaning team on specific requests and ensure the cleaning schedule is adhered to; carry out frequent checks of key areas such as toilets and the café area, tidying and replenishing stock when necessary.
• Provide Janitor Duties by ordering and restocking cleaning, catering, and stationery supplies.
• Set up Meeting Rooms and assist in Catering requests in line with client requests
• Demonstrate flexibility in working weekends and after hours when requested.
• Keep up-to-date records of all services, purchases, and cleaning issues, and completing near miss and incident reporting.

Qualifications and Experience

• Excellent organisational and time management skills.
• Strong attention to detail and ability to prioritise.
• Customer service experience with excellent communication skills.
• Confident using Microsoft Office and IT systems.
• Proactive, self-motivated, and able to work independently or as part of a team.
• Professional, flexible, and thrives in a fast-paced environment.

We are looking forward to hearing from you!

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