At a Glance
- Tasks: Be the friendly face of our office while supporting various departments.
- Company: Join a dynamic team at Portview Head Office with a welcoming culture.
- Benefits: Enjoy medical aid, pension fund, gym access, flexitime, and parking perks.
- Other info: Flexible role with a chance to support multiple functions in a busy environment.
- Why this job: Kickstart your career in a role that offers variety and growth opportunities.
- Qualifications: Previous experience in reception or administration is a plus; strong communication skills are essential.
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.
Benefits:
- Medical Aid / Health Care
- Pension Fund
- Gym
- Flexitime
- Parking
Administrator / Receptionist / Administration in Belfast employer: Portview Fit-Out Ltd
Portview offers a dynamic and supportive work environment where employees are valued for their contributions. As an Administrator/Receptionist, you will enjoy a range of benefits including medical aid, a pension fund, and flexible working hours, all while being part of a professional team that prioritises growth and collaboration. Located at the Head Office, you will be the face of the company, ensuring a welcoming atmosphere and gaining exposure to various departments, enhancing your career development opportunities.
StudySmarter Expert Advice🤫
We think this is how you could land Administrator / Receptionist / Administration 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 to the interview, be ready to showcase your organisational skills. Bring examples of how you've managed multiple tasks in previous roles. We want to see that you can juggle responsibilities like a pro while keeping everything running smoothly.
✨Tip Number 3
Don’t forget to highlight your communication skills! As the first point of contact, it’s crucial to demonstrate that you can handle calls and visitors with professionalism. Practice your phone manner and be prepared to discuss how you’ve dealt with challenging situations in the past.
✨Tip Number 4
Finally, apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows that you’re proactive and tech-savvy, which is exactly what we’re looking for in an Administrator/Receptionist.
We think you need these skills to ace Administrator / Receptionist / Administration 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, you're applying for a role where first impressions matter!
Tailor Your Application:Make sure to tailor your application to the job description. Highlight your relevant experience in reception and administration, and show us how your skills align with what we're looking for. A personalised application goes a long way!
Be Clear and Concise:Keep your application clear and to the point. Use bullet points for your skills and experiences if it helps readability. We appreciate a well-organised application that makes it easy for us to see why you’d be a great fit!
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/Receptionist 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 Organisational Prowess
Given the need for excellent organisational skills, think of specific instances where you successfully managed multiple tasks or priorities. Be ready to discuss how you keep things organised, whether it’s through digital tools or traditional methods, to ensure a smooth operation in a busy office environment.
✨Emphasise Your Proactive Nature
The role requires a proactive individual, so be prepared to share examples of how you've taken initiative in past positions. Whether it’s suggesting improvements to processes or stepping up to support colleagues during busy times, showcasing your willingness to go the extra mile will resonate well with the interviewers.
