Receptionist / Facilities Coordinator Job ID 223537 Posted 06-Jun-2025 Service line GWS Segment Role type Full-time Areas of Interest Administrative, Facilities Management Location(s) Dublin - Dublin - Ireland Asa **Receptionist /** **Facilities Coordinator** you willbe the first face that visitors & staff will be greeted with.Mainresponsibilities includewelcoming all visitors & employees in a professional manner & helping to coordinate the smooth running of the support functionson a daily basis.You will work closely with theAssistantFacilities Manager in driving service excellence within the team, beingan ambassador of a one team approach withintheOperations team,representingCBRE and our client.You willassistthe team to ensureKPI targetsfor the contractare met. **Role Summary** **:** + Welcomes employees,clients and visitors& coordinate their entry in conjunction with their hosts. + Responsible for responding promptly withaccurateand thorough information according to the specific requestsfrom tenants,employeesand visitors. + Conducts a variety of front-of-house activities including: + Guest registration through badging software + Guest accommodation with luggage/coats, etc + Provides visitors with information to navigate the building including pointing out nearest amenities andfire exits. + Issues visitor passes andvalidatesparking. + Answers telephone in friendly, professional manner. + Maintainsaccuraterecords of service requests and status. + Receives and directs incoming calls toappropriate personnel/tenantsand voicemail. + Provides assistanceservices to employees and guests including but not limited to: + Arranges and confirms recreational, dining, and/or business activities + Makes transportation & travel arrangements + Office wayfinding + Meal & activity reservations. + Guest & administrative support. + Couriers & mail services. + Other services as needed. + Continuallymaintainsneat appearance of reception/lobby area, conference rooms, pantry areasand othercommonareas. + May perform visitor volume tracking & reporting, reception services, visitor refreshments &new hire inductions. + Serves as point-of-contact and/or extension of the facilities team. + Requests building and housekeeping services as needed. + Periodically inspectscommon areaequipment to ensure good operating condition. + Arranges equipment service as needed.Determinestandard supplies and information to bemaintainedat thefront desk. Mayassistwith temporary signage. + Performs general administrative duties associated with distributing packages and mail asrequired. + Uses tracking systems to record inbound and outbound courier,freightand mail. Meters mail. Arrangesmessenger service as needed. Follows location security procedures for screening inbound deliveries. + Supports with meeting and events tasks as assigned. + Mayassistwith scheduling,stockingand coordinating setup conference/meetings rooms, arranging formeeting equipment (i.e. projectors, video/web conferencing), ensuring equipment is in good operatingcondition for events, coordinating catering, securing approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit. + Follows security and emergency procedures as defined for the property. + Responds to emergency situations in a calm, efficient manner. + Summonsappropriate assistanceand makesappropriate notificationsin accordance withoperatingprocedures. + May order and stock office supplies and other common use items for the location orcommon areas, such ascafé supplies, equipment toner, printer paper,freightand shipping supplies etc. + Maintains a file of services including transportation sources, accommodations, and referral contacts. + May arrange convenience/hospitality services for guests such as transportation, reservations, etc. + May provide reporting and insight to clients and property teams to improve product and service delivery. + May contribute site specific content for Host Digital. + Performs other duties as assigned. + Raise Purchase Ordersin a timely mannerand process/endorse client invoicing. + Work with vendorsinkeepingthem compliantwith relevant paperworkrequiredin being an approved supplier. + Monitor UK&I Smartsheet tracker,followingup with progress updatesweeklywiththeteam & enter updates in the tracker. + Carry outad hocduties required by Senior FacilitiesManager in relation to projects,reporting& data gathering. + Engage in team meetings,sharing company updates, changes in policy and/ or procedures,sharing best practice across the portfolioto the CBRE team. + Complete all mandatory client & CBRE training ahead of deadlines. + Engage in monthly finance reviews to ensure budgets are met & implement budget savings through optimisation & utilising approved vendor pool. + Engage & adhere to clients MBOs. **Experience Required:** + Hold academic passes with at least GCSEMathsand English or equivalent. + Intermediate skills with Microsoft Office Suite, handheld mobiletechnologiesand applications. + Superior written and verbal communication skills enabling the individual to work with clients, suppliers, and staff at all levels. + Acomprehensiveunderstanding of business and customer-facing environmentsand have been a part of a high-performing team. + Results/ task orientated, with attention to detail and accuracy. + Excellent time management andorganisationalskillswith commitment to continuous improvement. **Additional** **desirable skills/ qualifications** + Good organizational and strong problem-solving skills. + Highly adaptable and flexible. + Ability to work independently with little supervision. + Ability to work flexible work schedules based on office needs. + Strong problem-solving skills. + Ability to work requiring significant walking or through other means of mobility. + Ability to work in a standing position forlong periodsof time. + Ability toperform manual handling tasks asthere may be some deliveries to put instore room&assistwith occasional furniture moves/ meeting room reconfigurations. CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)