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 proactive individuals looking to grow in a vibrant workplace.
- Why this job: Kickstart your career in a supportive environment with diverse responsibilities.
- Qualifications: Previous experience in reception or admin roles is a plus.
The predicted salary is between 24000 - 28000 € 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.
Benefits:
- Medical Aid / Health Care.
- Pension Fund.
- Gym.
- Flexitime.
- Parking.
Administrator/Reception Clerk in Belfast employer: Portview Fit-Out Ltd
Portview Head Office is an exceptional employer that prioritises a supportive and dynamic work environment for its employees. With a strong focus on professional development, the company offers comprehensive benefits including medical aid, pension fund contributions, and flexible working hours, ensuring a healthy work-life balance. The collaborative culture encourages proactive engagement across departments, making it an ideal place for individuals seeking meaningful and rewarding employment in a vibrant setting.
StudySmarter Expert Advice🤫
We think this is how you could land Administrator/Reception Clerk in Belfast
✨Tip Number 1
First impressions matter! When you walk into an interview, channel your inner receptionist. Greet everyone with a smile, maintain eye contact, and show that you're approachable. Remember, you're not just selling your skills; you're showcasing your personality too!
✨Tip Number 2
Be proactive during the interview. If they ask about your experience, don’t just list your duties—share specific examples of how you’ve handled multiple tasks or supported different departments. This shows you’re ready to jump in and help wherever needed!
✨Tip Number 3
Don’t forget to ask questions! It’s a two-way street, and showing genuine interest in the company and its operations can set you apart. Ask about their team dynamics or how they handle busy periods—this shows you’re thinking ahead about how you can fit in.
✨Tip Number 4
Finally, follow up after your interview. A quick thank-you email reiterating your enthusiasm for the role can keep you top of mind. Plus, it’s a great chance to mention anything you forgot to say during the interview!
We think you need these skills to ace Administrator/Reception Clerk 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 of how you've done this in the past!
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 Administrator/Reception Clerk position. This will help you tailor your answers to show how your experience aligns perfectly 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 demonstrate your professional telephone manner.
✨Demonstrate Your Organisational Skills
Highlight your ability to juggle multiple tasks and maintain high standards of organisation. Think of specific instances where you successfully managed competing priorities or improved office efficiency. This will show that you can thrive in a busy office environment.
✨Be Proactive and Flexible
The role requires a proactive individual who can support various functions. During the interview, express your willingness to take on varied workloads and assist colleagues as needed. Share examples of times when you went above and beyond to support your team or adapt to changing circumstances.
