Overview
Receptionist/ Administrator Jobs in Dublin, County Dublin, Ireland at SuMi TRUST Global Asset Services
Title: Receptionist/ Administrator
Company: SuMi TRUST Global Asset Services
Location: Dublin, County Dublin, Ireland
Facilities Co-Ordinator/Receptionist
Specified proposes contract- Fixed Term
Location: Dublin
Department: Facilities Management
Grade: Senior Fund Administrator
Reporting to: Supervisor
Company
SMT Fund Services (Ireland) Limited is one of the companies that form SuMi TRUST Global Asset Services and is wholly owned by Sumitomo Mitsui Trust Bank, Limited, one of the largest financial services groups in Japan.
SMT Fund Services (Ireland) Limited provides fund administration services to a wide variety of investment products covering all alternative and regulated products. Our service covers all the constituent parts required to independently produce a fund’s dealing or indicative net asset value (NAV) on a monthly, weekly or daily basis.
Department
The Facilities Management Team is responsible for the day-to-day management of all facilities and reception related activities for the Dublin and Dundalk offices. The Facilities Management Team deal with vendor and contract management, and reception management. The team are based in Dublin with oversight of the office in Dundalk. The Team also has responsibility for Health and Safety.
Role Overview
The facilities coordinator supports the facilities manager when required and also assists in the day to day running of all facilities responsibilities.
Core Responsibilities
Managing vendor relationships (i.e. offsite storage, maintenance, etc.)
Oversee and manage reception ensuring that all visitors and especially clients visiting the Company are welcomed/ greeted in a courteous and professional manner
Meeting room preparation and arranging tea, coffee, ordering of lunch
Ensure company procedures regarding security access to the building are adhered to at all times by visitors and all 3rd party suppliers
Ensure reception area is kept clean and tidy at all times, ensuring the area is free of delivery items
Manage both incoming and outgoing post with various courier companies’ ensuring internal administration procedures are followed
Ensure outgoing internal post is franked for the Company and posted each day
Ensure incoming deliveries and accompanying documentation (POD) is checked for accuracy before signing on behalf of the Company (i.e. Albany.)
Liaise with the landlord on facilities issues when the Facilities Manager is not present, and take on facilities and other admin tasks as directed by the Facilities Manager.
Escalate any non-compliance issues to the Facilities Manager.
Manage general administration duties ensuring all files and documentation pertaining to deliveries, couriers, signature logs, are maintained at all times
Assist in the compilation of management reports when required.
Have an understanding of Health and safety at work legislation.
Manage all health and safety requirements for Dublin, Which includes but is not limited to VDU and Ergonomic assessments, accident reporting, fire register updates, fire safety, Health and safety communication updates to staff, safety statement, risk assessment updates, Accident/ incident reporting andElectrical testing.
Manage the facilities process for Purchase ordering and provide a monthly report on Purchase orders.
Essential Key Requirements
Professional and courteous phone manner essential
Excellent Excel, Word and PowerPoint skills
Candidate must have excellent interpersonal & communication skills
Ability to be flexible and to multi task, and compile reports
Highly organised individual, with ability to plan and manage their workload
Ability to work with all levels of management and clients alike
Ability to participate in a fast-paced team environment that is reactive to its clients’ needs
Strong customer focused approach both internally and externally
The ability and desire to learn and develop new skills
