Title:  Front of House Administrator

Job Description

This role will report to the Building Manager and have responsibility for the smooth front of house operation of the building. 
The newly developed state of the art building called The Shipping Office, is located in Dublin’s Docklands, Dublin 2.  Working 40 hours per week, the primary function is to ensure the efficient operation, safety and security of this high-end commercial property. The Front of house administrator will need to maintain constant awareness of the importance of the clients’ corporate image, the occupier needs. 

Job Responsibilities

Key responsibilities will include but are not limited to:
•    Create a welcoming and enjoyable environment for visitors and staff who work within the building, through regular communications, helping to organise events (if required)
•    Manage all couriers / post 
•    Manage day to day issues as they arise in a professional and prompt manner; 
•    Update Building Electronic Sign in Software as required
•    To be vigilant to any Health, Safety and Welfare risks in the development and bring any concerns to the attention of your manager;
•    Liaise with Building Manager and Property Manager, clients and all staff working at the building
•    Support onsite team with safety, fire and evacuation.
•    Co-ordinate third party contractors attending site to carry out scheduled and reactive maintenance works.
•    Ensure job dockets and invoices have been received for works carried out.
•    Annually co-ordinate and calendarize the Planned Preventative Maintenance schedule.  Record and maintain this schedule on SharePoint.
•    Ensure that maintenance of all M&E is carried out in line with Planned Preventative Maintenance (PPM) schedule and liaise with the relevant contractors. 
•    Maintain software for visitors/contractors’ login and report.
•    Manage the distribution of keys to contractors and ensure their safe return. 
•    Carry out emergency procedures in the event of a fire, flood, and break in, accident etc.
•    Liaise with occupiers/tenants in order to establish constructive and positive relationships.
•    Keep the Property Management informed of developments with respect to operations under their control.
•    Ensure the fabric of the building is continually maintained and in good condition.  
•    Inspect all common areas (and Landlord vacant space) as required.
•    Work with the Property Manager / Sustainability Manager to record electricity readings and sustainability initiatives. 
•    Work closely with the Property Manager to set annual service charge budget and track expenditure. 
•    1st approver of expenditure invoices.
•    Contractor management
•    Report incidents / complete insurance reports.
•    Send a detailed report to the Building Manager and Property Manager on a weekly basis via email. 

The duties and requirements are not exhaustive, and the role will require different functions in the interest of good property management practices.

Qualifications

SKILLS:
•    Fluent English
•    At least 2-3 years’ experience in hospitality or similar environments
•    Strong communication and organisational skills 
•    Ambitious, energetic and motivated individual
•    Candidate must have a positive outlook and be a keen problem solver
•    Must have a solutions focused attitude
•    Proficiency in MS Excel, Word and Outlook
•    Highly organised
•    A team player with excellent attention to detail 

Education