My Client based in Belfast require an experienced Permanent Receptionist/ Admin Assistant to join their team. This is a key role within an ambitious and friendly award winning agency and will support the Accounts & Office Manager in the management of the Reception, General Office and Accounts Function of the business.
As the front-of-house contact, you will provide all visitors - whether in person, on phone or online – with the first and last impression of the agency, hence, exuding a warm and engaging personality is crucial. From managing the reception desk operations to handling bookings, managing community environment and ensuring a seamless client experience, plus supporting with administration requirements, this role is perfect for someone who is proactive, organised, and enjoys working as part of a team and can be a self-starter working on their own initiative.
MAIN TASKS:
Reception Duties:
* Provide an efficient reception service, including promptly answering and correctly directing calls and greeting all visitors appropriately
* Organise and manage post
* Facilitate meetings by booking meeting rooms, setting them up, providing refreshments, and ordering catering as needed
* Monitor the levels of stationery and consumables, and order replacement items in coordination with other team members
* Oversee the delivery of stationery, IT equipment, and other items, ensuring timely delivery or notification to the appropriate team members
* Procurement and management of gifts
* Management of office spaces including ongoing maintenance with suppliers
* Other duties as required
Admin Duties:
* Input and process purchase invoices
* Reconcile supplier statements
* Handle supplier queries and sourcing voucher copies
* Support Sales Invoicing, ensuring all processes are followed
* Reconciliation Credit Card Statements – sourcing/matching receipts and input onto system
* Providing Admin Support for Media Department which will include sourcing and collating the Digital
* Spends on self-serve social platforms including screen shots – training will be given
* Providing Admin Support for the Account Management Department which will include sourcing, c ollating and invoicing 3rd Party invoices based on an agreed Cost Management Table
* Other admin duties as required
Other:
* To provide accounts cover when Accounts/Office Manager is on leave
Criteria
* Minimum of 2 years’ experience within a similar role
* Proficient with Microsoft Packages including Excel
* Be comfortable with navigating online platforms
* Desirable experience of working with an agency management system, i.e. Concept
Qualities:
* Excellent written and verbal communication skills
* Be passionate about delivering good work, open to new ideas and prepared to challenge constructively
* Strong initiative with excellent interpersonal and customer service skills (open, friendly, and supportive attitude)
* Strong problem solving and decision making skills with the ability to independently analyse alternative solutions and prioritise quickly within tight deadlines
* Keen attention to detail with strong organisational and administration skills
* Ability to work on your own initiative and as part of a team
Key working relationships:
* Reports to Office & Accounts Manager
* Working with the Senior Management Team
* Works in conjunction with the wider Account Management & Media team
Hours of work Mon – Fri 9am – 5pm
Salary £25000 depending on experience
Benefits
* 20 days plus 11 bank holidays each holiday year (Mar-Feb), plus 3 days paid time off between Christmas and New Year and a birthday day off.
* Workplace Pension.
* Group Life Insurance cover.
* Fully paid membership of the Institute of Practitioners in Advertising (IPA) with the opportunity to gain industry-recognised qualifications and access UK-wide training.
* Comprehensive induction process and ongoing Continuous Professional Development programme tailored to your development needs.
* Opportunity to join the agency’s Social Committee and shape the agency social calendar including a fully paid for Summer and Christmas event.
To apply for the above vacancy please forward your CV via the link below or contact our office
Lynda Jacobs Recruitment is acting as a Recruitment Agency