At a Glance
- Tasks: Be the friendly face of our office while supporting various departments with admin tasks.
- Company: Join a dynamic team at Portview, where your role matters.
- Benefits: Enjoy perks like medical aid, gym access, and flexible hours.
- Other info: Perfect for those who thrive in a busy, collaborative setting.
- Why this job: Kickstart your career in a supportive environment with diverse responsibilities.
- Qualifications: Previous reception or admin experience and strong communication skills required.
The predicted salary is between 24000 - 30000 € per year.
The Receptionist/Office Administrator will be the first point of contact for Portview Head Office, providing a professional, welcoming and efficient front-of-house service. In addition to reception duties, the role will provide general administrative and operational support across the Finance Department and wider business, as required. The role is broad and flexible and requires a proactive individual who is comfortable supporting multiple functions while maintaining high standards of confidentiality, organisation and professionalism.
Key Responsibilities
- Reception & Front-of-House
- Act as the primary point of contact for visitors to Head Office, always ensuring a professional and welcoming experience
- Manage incoming telephone calls, emails and deliveries, directing queries appropriately
- Maintain reception, meeting rooms and communal areas to a professional standard
- Coordinate visitor access, sign-in procedures and health & safety requirements
- Administrative & Office Support
- Provide day-to-day administrative support across the Finance Department and other Departments.
- Assist with document management and record-keeping
- Support internal meetings by organising rooms, refreshments and documentation
- Assist with general office administration, including stationery, supplies and facilities coordination
- Assist with outbound postage requirements and collections
- General Responsibilities & Business Support
- Carry out additional duties as reasonably required to support the effective operation of Portview Head Office
- Provide ad-hoc support to other departments during busy periods or absences
- Comply with all Portview policies and procedures, including data protection, health & safety and information security
Essential:
- Previous experience in a receptionist, administrative or office support role
- Professional telephone manner and strong communication skills
- Excellent organisational skills and attention to detail
- Competent in Microsoft Office (Word, Excel, Outlook)
- Ability to manage competing priorities in a busy office environment
- Previous travel & expense experience
- Comfortable with supporting the wider business
Desirable:
- Familiarity with accounting or finance administration processes
- Experience working in a construction-related environment
Personal Attributes
- Professional, approachable and reliable
- Flexible and willing to take on a varied workload
- Discreet and trustworthy, with a strong sense of confidentiality
- Proactive and willing to support colleagues across the business
Additional Information
This job description is not intended to be exhaustive. The post-holder will be expected to undertake any other reasonable duties commensurate with the role and business needs.
Skills: Office Duties, Reception, Administration, Office Administration, Office Reception, General Administration, Answering Phones, Receptionist Duties
Benefits: Medical Aid / Health Care, Pension Fund, Gym, Flexitime, Parking
Ad hoc Receptionist Administrator in Belfast employer: Portview Fit-Out Ltd
Portview Head Office is an exceptional employer that prioritises a supportive and dynamic work environment, making it an ideal place for individuals seeking to grow their careers in administration. With a strong emphasis on professional development, employees benefit from flexible working hours, comprehensive health care, and a vibrant office culture that encourages collaboration and innovation. Located in a thriving area, Portview offers unique advantages such as easy access to amenities and a commitment to maintaining high standards of professionalism across all functions.
StudySmarter Expert Advice🤫
We think this is how you could land Ad hoc Receptionist Administrator in Belfast
✨Tip Number 1
First things first, make sure you know the company inside out. Research Portview and understand their values, culture, and what they do. This will help you tailor your approach and show that you're genuinely interested in being part of the team.
✨Tip Number 2
When you get the chance to meet someone from the company, whether it's at a networking event or an interview, be sure to showcase your personality. Be professional but let your approachable side shine through. Remember, they want someone who fits in with their team!
✨Tip Number 3
Don’t underestimate the power of follow-ups! After any interaction, drop a quick thank-you email. It shows your appreciation and keeps you fresh in their minds. Plus, it’s a great way to reiterate your interest in the role.
✨Tip Number 4
Finally, don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, we love seeing candidates who take that extra step to connect with us directly.
We think you need these skills to ace Ad hoc Receptionist Administrator in Belfast
Some tips for your application 🫡
Show Your Personality:When writing your application, let your personality shine through! We want to see the real you, so don’t be afraid to add a touch of warmth and friendliness to your words. Remember, as the first point of contact, your vibe matters!
Tailor Your Experience:Make sure to highlight your relevant experience in reception or administrative roles. We’re looking for someone who can juggle multiple tasks while keeping things organised, so give us examples that showcase your skills in these areas.
Be Professional Yet Approachable:Strike a balance between professionalism and approachability in your application. Use clear and concise language, but also show that you’re friendly and ready to welcome visitors with a smile. We love a good mix!
Apply Through Our Website:Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy – just follow the prompts and you’ll be all set!
How to prepare for a job interview at Portview Fit-Out Ltd
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the job description. Familiarise yourself with the key responsibilities and essential skills required for the Ad hoc Receptionist Administrator role. This will help you tailor your answers to demonstrate how your experience aligns with what they’re looking for.
✨Showcase Your Communication Skills
As the first point of contact, strong communication is crucial. Practice articulating your thoughts clearly and confidently. You might want to prepare examples of how you've effectively managed phone calls or handled visitor queries in previous roles to highlight your professional telephone manner.
✨Demonstrate Your Organisational Skills
The role requires excellent organisational abilities. Be ready to discuss how you prioritise tasks and manage competing demands in a busy office environment. Consider sharing specific instances where your attention to detail made a difference in your previous administrative roles.
✨Be Proactive and Flexible
This position calls for someone who is adaptable and willing to support various departments. During the interview, express your enthusiasm for taking on varied workloads and your readiness to assist colleagues. Share examples of times when you’ve gone above and beyond to help out in a team setting.
