Overview

We are seeking a dynamic, highly organised and proactive Receptionist / Office Coordinator to join our team to ensure the smooth and efficient operation of our office.

This role encompasses a variety of responsibilities, and the ideal candidate will be a team player with excellent communication and problem-solving skills, capable of juggling multiple priorities in a fast-paced environment.

Key Responsibilities

General Office Administration:

  • Act as the first point of contact for visitors, clients, and employees, providing a warm, professional, and helpful welcome
  • Answer and direct incoming phone calls, take messages, and respond to inquiries
  • Support Senior Managers and various departments with administrative tasks as needed
  • Manage incoming and outgoing mail, packages, and deliveries
  • Provide administrative support to visitors as needed (e.g., printing, directions)
  • Maintain office supplies inventory and place orders as needed, adhering to budget guidelines
  • Coordinate with facilities teams or external contractors to maintain a clean, safe, and functional workspace
  • Coordinate office events, meetings and travel, including catering arrangements and logistics

Tenant Management

  • Act as the primary point of contact for tenants and property owner for external housing,
  • Ensure smooth management, including liaising with the property owner on lease set up and ongoing management
  • Issuing license agreements to tenants, updating the house and tenant logs
  • Report on and follow up on maintenance issues / requests
  • Ad-hoc sourcing and vetting new properties

Site Administration Support

  • Update site visit forms and Ever-Notes
  • Support inspection date planning and handover process
  • Support schedule and WrxFlow planning

Administrative Support

  • Provide general administrative support to teams and leadership, including scheduling, preparing reports, and handling correspondence
  • Support timesheet data for payroll processing
  • Support invoice processing
  • Take on ad-hoc projects and tasks and see them through to completion

 Skills and Qualifications

Required Skills

  • Proven experience in reception, office coordination, administration, or related roles
  • Excellent organisational and multitasking abilities
  • Strong verbal and written communication skills
  • Strong proficiency in office software (e.g., Microsoft Office Suite)

Personal Attributes

  • Proactive, with a “can-do” attitude and ability to work independently
  • Resourceful in finding solutions and open to exploring new ideas
  • Reliable and dependable
  • Flexible and adaptable
  • Fluent in English
  • Strong interpersonal skills, with the ability to collaborate effectively across teams.
  • Attention to detail and commitment to delivering high-quality work.

Job Type: Full-time, permanent, fully on-site

Working hours: Monday – Thursday 8.30am – 5.30pm Friday 8.30am – 3pm

Full training will be given.

Send your CV to jobs@cygnum.ie

Applications must be submitted by 23 May 2025