Temporary Receptionist/Office Administrator at Cork Regional Office with Marriott Vacations Worldwide - Career Site

Date Posted: 10/12/2017

Job Snapshot

Job Description

POSITION SUMMARY

Temporary Receptionist/Office Administrator

Job Family: Human Resources

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

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