Job Description

This role will always serve as a positive first impression of the organization, while handling the daily responsibilities with ease.

Main Responsibilities

• Support compliance of COVID protection protocols for all visitors and contractors relative to the Covid alert level e.g. Hand sanitization, Temperature checks, mask waring, social distancing.
• Responsible for monitoring and reporting re office occupancy APP for daily office desk allocation for staff, visitors
• Ensure online meeting room(s) schedule is used for all bookings, provide support for amendments/room changes were needed.
• Liaise with departments to coordinate meeting room extensions where required and ensure equipment is in place for all meeting rooms. 
• Organize tea & coffee, staff lunches when needed for in-house meetings
• Co-ordinate external meeting venues requirements and arrangements as required
• Assist with home working assessment health and safety homeworking assessments and reports.
• Support Facilities manager on Covid19 case management actions as required.
• Manage post and couriers including organizing FedEx/DHL and ad hoc couriers, sending out daily post, distribute incoming post.
• Liaise with the facilities manager to manage stationery supplies and place orders.
• Identify and implement cost efficiencies and ways to work smarter and better.
• Demonstrate and promote clean desk policy
• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries.
• Maintains security by following procedures; monitoring visitor & contractor access and issuing and tracking office access fobs.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Ensure that all correspondence and deliveries to reception are passed on in a timely manner.
• Provide support to other departments and CEO's office as requested.
• Place reception phone in correct mode for evening and out of office.
• Check all out of hour’s communications and messages and pass on to the relevant person or department.
• Coordinating the travel requirements for travel booked by HQ Dublin on behalf of GOAL staff and/or Board member. Facilitating this using online and/phone bookings via our global travel partner.
• Follow up with all travel details and accommodation requests to satisfactory conclusion.
• Working with the CTO team to provide quality, timely analysis of key trends and issues in relation to travel bookings.
• General office and administration tasks as requested.
• Support CEO in completion of administrative requests as required
• Ensure that there is always someone appropriate covering reception.
• When required, receive and record donations from members of the public.

Required Knowledge, Skills, and Abilities

• 2-3 years` experience in a receptionist/admin role in a business support function and/ or customer service
• Excellent interpersonal and communication skills with excellent written and spoken English
• Courteous, professional and welcoming -Proactive with a "can do" attitude
• Highly organized with strong planning, coordinating and time management skills
• Knowledge of Office 365 incl. Microsoft Word, Excel and Outlook
• Ambitious with a continuous improvement focus
• Results driven
• Interest in the humanitarian sector