Front Desk Facilities Coordinator

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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

• Act as first point of contact for visitors, clients, contractors and suppliers, while providing a professional, welcoming and customer-focused service.
• Answer, direct and respond to general enquiries from incoming calls
• Manage incoming, outgoing post, courier deliveries and office correspondence.
• Maintain meeting rooms, coordinate bookings, and assist with meetings, events and hospitality requirements.
• Provide administrative support including, preparing correspondence, reports, presentations and meeting documentation.
• Maintain electronic and paper filing systems ensuring records are accurate and up to date.
• Coordinate office supplies and stationery.
• Process supplier invoices, and match invoices against purchase orders, quotations and supporting documentation.
• Monitor invoice approval workflows and follow up outstanding approvals, while liaising with suppliers regarding invoice queries and account reconciliations.
• Assist with coding invoices and preparing payment schedules, while maintaining accurate financial records and reporting spreadsheets.
• Coordinate the issue, return and tracking of building access cards, fobs and keys, and maintain accurate access registers and records.
• Process access requests and coordinate access permissions with property managers and building management.
• Assist in compiling client reports and management information and maintain databases and ensure accuracy.
• Support KPI reporting and departmental performance tracking where required.
• Ensure confidentiality of company and client information and maintain compliance with policies/procedures.

Qualifications & Experience

• Minimum of 2-3 years' experience in an administrative, office coordination or front office role.
• Experience working within property management, facilities management or a professional services environment would be advantageous.
• Highly organised with excellent attention to detail, and ability to prioritise competing workloads.
• Good numerical skills and experience working with invoices.
• Proficient in Microsoft Office (Word, Excel, Outlook and Teams).
• Ability to work independently and as part of a team.
• Excellent communication and interpersonal skills.
• Professional, reliable and proactive.
• Experience working with property management software or financial systems would be advantageous.
• Business Administration qualification or equivalent experience desirable.

We look forward to your application!

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