DublinAdministration

Receptionist & Office Coordinator

Fixed-Term / Part-TimeNegotiable

Ethos is a Greek word meaning "character". It is used to describe the guiding beliefs or ideals that characterise a community, nation, or ideology.

Ethos Engineering are mechanical and electrical consultants to the data centre, commercial, high-tech healthcare, and pharmaceutical sectors. Our mission is to engineer systems that complement the purpose of each building we design, improve the immediate and surrounding community, and meet the objectives of its operations, inhabitants, patrons, operators, and staff.

We are ambitious, driven, innovative, and passionate about delivering excellence for our clients and their projects, and we never settle for delivering work quickly at the cost of quality. Our work environment is positive, professional, and supportive. We take our work seriously, but we like to have a lot of fun too and we place huge importance on having a great company culture. We have been recognised as a Great Place to Work 2019-2020 and again in 2020-2021.


Location: Dublin (office based) – Head Office in Sandyford, Dublin

Group: Administration Team – Reporting to the Head of People

Salary: € Negotiable

Essential Experience: 3 – 5 years’ experience in a busy office environment  

Sectors: Business Support   

Job Description: Receptionist & Office Coordinator / Fixed-Term, Part-Time

About the Role – Receptionist & Office Coordinator

Ethos prides itself on delivering efficient, effective solutions across a wide range of industries. We’re currently searching for an experienced Receptionist & Office Coordinator to join our ranks and continue our tradition of success. This person will be the first point of contact for the organisation and would be responsible for taking calls, welcoming visitors, and directing them to appointments or the appropriate personnel to meet their needs. The position also includes handling information requests, inventory management, ordering supplies, and oversees the office space and organisation to meet the needs of the staff. The position requires managing the schedule of the CEO and Executive Directors, setting appointments and/or travel reservations. This position requires, advanced Microsoft Office and computing skills to review, track, analyse data, maintain records and databases essential to the business, along with general office duties.

Candidate Attributes

  • Professional and dynamic with strong people skills;

  • Strong organisation skills, with the ability to prioritize effectively, multi-task and problem solve;

  • Knowledge of office management responsibilities, systems, and procedures;

  • Proficient in Microsoft Office and computer skills;

  • Excellent written and verbal communication skills;

  • 3 - 5+ years in a busy office environment;

Key Activities

  • Act as the first point of contact for Ethos - Welcome and coordinate visitors at the reception area

  • Coordinates office activities including reception, facilities management, and meeting management, such duties include:

    • Route and respond to incoming queries and provide first-class customer service to all clients

    • Co-ordination/organisation of key areas such as kitchenette – meeting rooms, reception area(s)

    • Primary contact for couriers, facilities management, stationary, cleaning, catering, PPE etc;

  • Administrative support to the CEO and Executive Directors such as scheduling appointments, meetings, events and booking travel;

  • Coordinate, assist and organise any corporate event, gifting for staff or clients

  • Ad hoc support to business groups such as:

    • Printing and coordination of specifications, and drawings

    • Travel arrangements

    • Data entry, and admin support

  • Administrative duties as required for the Senior Leadership Team

Benefits

  • Pension Scheme

  • Flexible working time (in agreement with your Direct Manager)

  • Travel tax scheme or Bike to work scheme

  • Gym / Fitness Membership

  • Regular training and mentoring

  • Further college support, as agreed with the company, if you pursue further education

  • A professional subscription fee paid by the company once work-related

  • Heavily subsidised social committee (5 a-side football, golf society, climbing club and regular social events)

  • Paid Parental Leaves

Here at Ethos we believe in equal opportunities and that each individual can bring something ‘WoW’ to our organisation. So if you don't necessarily meet every single point on the job description, but think you have what it takes, please still get in touch. We'd love to have a chat and see if you could be a great fit.

At Ethos, our vision is to:

“Be the company people want to work with, and for”

Values

Our values differentiate and focus us every day to be EPIC - for our people and our customers.

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