Receptionist / Facilities Coordinator
CBRE
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)
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