Receptionist / Office Administrator in Cork Regional Office at Marriott Vacations Worldwide

Date Posted: 7/5/2019

Job Snapshot

Job Description

Are you ready to grow your dream career while making others' vacation dreams come true? Marriott Vacations Worldwide is a world premier organization for Vacation Ownership with resorts at destinations around the globe. Join our team and help deliver unforgettable experiences that make vacation dreams come true.

 

Receptionist / Office Administrator, 2 Month - Temporary Contract 

POSITION SUMMARY

As the first point of contact, you will be responsible for greeting all visitors and assist with enquiries. Provide administrative support across the organisation.

CRITICAL TASKS

Reception

Meet and greet all visitors offering refreshments, if appropriate, and informing relevant associates. Ensure that all visitors sign the visitors' book and carry visitors' badges.

  • Keep the reception area operating smoothly, while ensuring it is kept neat, tidy and display a professional appearance at all times. Arranging adequate cover is organised in your absence.
  • Update reception manual on a regular basis (e.g. procedures, contacts etc)
  • Ensure all conference rooms remain clean and tidy with relevant equipment in place. Book conference rooms and offices as requested by associates.
  • Responsible to sort and record (where relevant) all incoming mail/deliveries in the post room.
  • Accountable for the preparation of all outgoing courier mail and maintaining all correspondence.
  • Sign off or distribute invoices/delivery dockets for approval indicating which department that needs to be charged.
  • Investigate office suppliers for competitive contract deals, in conjunction with finance, where appropriate.
  • Update and distribute telephone lists for the Cork office and forward to US on a quarterly basis.
  • Maintain a current list of associates who require the bus pass and order on a monthly basis using the Bus Eireann ordering system.
  • Maintain First Aid boxes to ensure adequate supplies at all times.
  • Administer weekly stock take for stationery and kitchen supplies, placing orders when necessary and ensuring control and systems are adhered to at all times.
  • Responsible for kitchen and co-ordination of its upkeep, re-stocking supplies where applicable
  • Issue and monitor keycards for all current associates, new starters and visitors. Complete audit on a regular basis.
  • Conduct Health and Safety site inspections with the Director HR when required.
  • Track Fire Wardens and First Aiders daily attendance and co-ordinate Health and Safety training when required.
  • Liaise with relevant associates/suppliers in relation to office maintenance. Maintain a log of all associate's concerns and resolutions.
  • Undertake specific projects as required, from time to time.

Office Administration

Assist the Human Resources Team with general administration duties e.g. regret letters and provide secretarial support as requested.

  • Co-ordinate and prepare vacancy list for EME weekly.
  • Maintain birthday list and send e-cards accordingly.
  • Liaise with recruitment agencies in Cork and London for open positions.
  • Advertising positions externally, when required.
  • Print and assist with screening of CVs from Cork recruitment inbox for Human Resources Department.
  • Co-ordinate interviews with candidates for open positions.
  • Facilitate with securing both written and verbal references for potential candidates in Cork and London.
  • Assist with preparing first day inductions packs.
  • Ensure notice boards in the canteen are updated on a regular basis.
  • Prepare expense reports for managers on site, where applicable.
  • Assist associates with travel arrangements as requested.
  • Update departments organisation charts, when required.
  • Any other duties as requested by management.

Other

  • Perform all tasks in a timely manner ensuring all deadlines are met.
  • Perform other related tasks as assigned by management.
  • Comply with all policies and procedures
  • Be proactive and have a flexible approach to work, meeting the needs of the team and the business at all times.
  • Maintain an attitude and commitment to provide excellent service to all customers and associates. Respond sensitively to the needs and feelings of others, regardless of status or position; accept interpersonal differences and maintain a constructive rapport with all associates and customers.
  • Maintain computer knowledge (Microsoft Office)
  • Work with all MVCI colleagues as a team, supporting the needs within that team and those of the business at all times.

CRITICAL COMPETENCIES

Analytical Skills

  • Computer Skills
  • Problem Solving
  • Decision-Making

Interpersonal Skills

  • Customer Service Orientation
  • Interpersonal Skills
  • Team Work
  • Flexibility

Communications

  • Communication
  • Listening
  • Telephone Etiquette Skills
  • English Language Proficiency

Personal Attributes

  • Dependability
  • Initiative
  • Integrity
  • Stress Tolerance
  • Positive Demeanor

Organization

  • Time Management
  • Commitment to deadlines
  • Planning and Organization

Administration

  • Typing
  • Microsoft Office

PREFERRED QUALIFICATIONS

Related Work Experience

At least 1 year of related work experience in an administration role

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.

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