Reception / Facilities Assistant

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Job Title: Facilities Assistant 

Reporting Line: Senior Workspace Coordinator

Location: Dublin

Salary: Up to €29k

Role Overview/Purpose:

This is a key position, based at our customers Global HQ in Dublin with specific responsibility for supporting the workspace function and service delivery. The role also supports two smaller facilities located in Dublin. The HQ is currently undergoing transformation and the new space will open in Autumn 2021 where they will be combining the current offices in Dublin. 

The successful candidate will also work closely with our Corporate Real estate (CRE) project team in supporting the operational delivery of this space.

The Workspace Assistant supports the Workspace Team at the office. The role will have direct interaction with various departments, multiple areas and senior managers across the business. The successful candidate will be expected to lead individual assignments as directed by the Workspace Manager or other specified senior workspace team members. Role Responsibilities:

  • Front of House Support – first point of contact for visitors and staff; answering and transferring calls; maintaining the schedule of allocated vehicle spaces; ensuring the reception and meeting rooms are kept immaculate.
  • Customer service – providing a high-level service for both internal and external customers.
  • Stakeholder management.
  • Responsible for the mail room, sorting and distributing incoming post, franking outgoing mail, parcels and courier management.
  • Meeting room and hospitality booking, co-ordinating set ups as requested and assisting with events where required.
  • Access control management, issuing and programming access cards for staff, contractors and visitors.
  • Financial administration, including invoicing, PO creation and working to ensure value for money from quoted works.
  • Operate CAFM system to evaluate, prioritize and respond promptly to Facilities-related inquiries from employees; relay inquiries to appropriate resource.
  • H&S management, to ensure relevant legislation is adhered to and appropriate records are maintained.
  • Run the joiner/leaver process and updating related systems.
  • Maintain Reception and Facilities’ inboxes, allocating and completing tasks as required.
  • Taxi and courier booking.
  • Some unsocial hours working may be required from time to time.

Essential skills and experience

  • Strong interpersonal and communication skills, both oral and written.
  • Organised, efficient and able to multitask.
  • Ability to work both independently and in a team.
  • Knowledge of IT software – Office and other business critical software.
  • Administrative experience.
  • Health and Safety knowledge and awareness.
  • Customer service skills.
  • Budget management/financial experience.
  • Hospitality/meeting room management.
  • Flexibility.

 Desirable skills and certification

  • IOSH working safely / IOSH managing safely
  • DSE assessor
  • Fire warden
  • Occupational first aid
  • Manual handling
  • AutoCAD experience

Or, know someone who would be a perfect fit? Let them know!


Dublin Directions

We established Pareto Facilities Management to create the most service focused, customer centric, facilities management company in the UK. 

We operate with an entirely flexible model that allows us to build our service solution around each organisation we partner with. We believe in account management and our teams are formed of professionals qualified to the highest levels within FM. 

We apply intellect and intuition to our service offering, embracing technology and innovation at every opportunity, to deliver exceptional service.

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