At a Glance
- Tasks: Be the friendly face of our office, managing visitors and supporting administrative tasks.
- Company: Join Alternative Heat, a dynamic company focused on people and talent.
- Benefits: Enjoy a competitive salary, full-time hours, and a supportive work environment.
- Other info: Great opportunity for career growth in a vibrant team.
- Why this job: Make a real impact by creating a welcoming atmosphere for employees and clients.
- Qualifications: Strong communication skills and a passion for customer service.
The predicted salary is between 25000 - 30000 € per year.
The Reception team is the welcoming face and backbone of Alternative Heat’s people operations which handles daily front‑of‑house duties, including visitor management, communications, and administrative support. The Reception Team create an organised, efficient environment that supports both our employees and clients from the moment they walk through the door.
To support a busy reception area and be the first point of contact in the organisation (face to face or via telephone), focusing on providing an exceptional service. This is an additional role to support the growth of the business.
What You’ll be Doing:
- Meet and greet visitors entering the business and ensure the correct screening, sign in/sign out procedures/documentation are completed.
- Answer the telephone in an efficient and professional manner, screen and direct calls, take and relay messages and provide information to callers.
- Ensure the reception area is always neat and tidy.
- Ensure meeting rooms are set up and cleared before and after meetings as and when required.
- Receive and sort out all incoming post/deliveries and distribute them to the relevant departments.
- Frank all outgoing post and deliver to the post office.
- Maintain and place stationery/orders relevant to both reception and head office, double‑checking the orders when they arrive that it is correct and place the items in the stationary cupboard.
- Maintain and order supplies for tea stations, coffee machines, canteen, place orders for milk and cleaning supplies.
- Manage the conference/meeting room booking system, organising and accepting meeting requests, scheduling appointments and arranging and collecting food and refreshments for meetings as and when required.
- Ensure reception TV is switched on.
- Manage, order and distribute fruit deliveries.
- Assist the Travel Co‑Ordinator (in their absence be responsible for) booking all travel associated with the company to include but not limited to booking flights, car parks, trains, hotel and car‑hire.
- Record, update budget spreadsheet and electronically file all confirmations/details associated with each aspect of travel for the company i.e. individual, job, cost etc.
- Update the company credit cards and chase any outstanding receipts/confirmations and save them in the correct format.
- Creating and sharing email announcements to celebrate employee milestones and special occasions to engage employees in the celebration and arranging, collecting and delivering any associated gifts.
- Check and approve payments on 4P systems and allocate to the correct jobs codes.
- Support other departments with general administrative duties on as and when required basis.
- Any other duties deemed necessary by management.
What You Need to Have:
What You Would Ideally Have:
Receptionist (with administrative duties) employer: Alternative Heat Ltd
Alternative Heat is an exceptional employer located in Banbridge, offering a vibrant work culture that prioritises employee well-being and professional growth. As a key member of the Reception team, you will enjoy a supportive environment with opportunities for skill development, competitive salary packages, and the chance to be the welcoming face of our dynamic organisation. Join us to contribute to a collaborative atmosphere where your efforts are recognised and valued.
StudySmarter Expert Advice🤫
We think this is how you could land Receptionist (with administrative duties)
✨Tip Number 1
First impressions matter, so when you get that interview, make sure to dress the part! A smart outfit shows you mean business and are ready to represent the company well.
✨Tip Number 2
Practice your greeting and introduction. As a receptionist, you'll be the face of the company, so nail that first hello! A warm smile and confident tone can set the right vibe.
✨Tip Number 3
Research the company culture before your interview. Knowing what they value will help you tailor your responses and show that you're a great fit for their team.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can keep you fresh in their minds and show your enthusiasm for the role. Plus, it’s a nice touch!
We think you need these skills to ace Receptionist (with administrative duties)
Some tips for your application 🫡
Show Your Personality:When writing your application, let your personality shine through! We want to see who you are beyond your qualifications. A friendly tone can make a great first impression.
Tailor Your Application:Make sure to customise your application for the Receptionist role. Highlight your relevant experience and skills that match the job description. We love seeing how you fit into our team!
Be Clear and Concise:Keep your application straightforward and to the point. We appreciate clarity, so avoid fluff and focus on what makes you a great candidate for the role.
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the position. We can’t wait to hear from you!
How to prepare for a job interview at Alternative Heat Ltd
✨Know the Role Inside Out
Make sure you thoroughly understand the responsibilities of a receptionist with administrative duties. Familiarise yourself with visitor management, call handling, and the importance of maintaining an organised reception area. This will help you demonstrate your knowledge and enthusiasm during the interview.
✨Practice Your Communication Skills
As the first point of contact, strong communication skills are essential. Practice answering common interview questions clearly and confidently. You might even want to role-play with a friend to simulate the interview environment, focusing on how you would greet visitors and handle phone calls.
✨Showcase Your Organisational Skills
Highlight your ability to manage multiple tasks efficiently. Prepare examples from your past experiences where you successfully organised meetings, handled supplies, or managed schedules. This will show that you can keep the reception area running smoothly, just like Alternative Heat needs.
✨Be Ready for Scenario Questions
Expect scenario-based questions that assess how you would handle specific situations, such as dealing with difficult visitors or managing conflicting appointments. Think through potential scenarios in advance and prepare your responses to demonstrate your problem-solving skills and customer service focus.
