Reception & Facilities Assistant

Reception & Facilities Assistant

Job Function Summary

Millennium is looking for a Receptionist and Facilities Assistant to be responsible for managing the day-to-day operations of our Dublin office. They will be ensuring a seamless work environment and maintaining company standards in daily operations, supervised by the Office Manager.

The ideal candidate should have strong organizational, communication, and problem-solving skills, along with the ability to multitask and prioritize effectively.

The hours will be Monday to Friday from 08:30 am to 5:30 pm however flexibility is required to attend premises to supervise and monitor contractors out of these hours.

Reception Responsibilities

• Meeting of all guests and employees with a welcoming spirit
• Prepare, distribute, and manage guest and employee access cards  
• Book meetings and manage conference rooms
• Log and track all deliveries, packages to the Dublin office
• Keep the reception area and conference rooms tidy
• Arrange couriers
• Manage building service-related phone calls
• General administrative support on ad hoc basis as required

Facilities Responsibilities:

• Communicate with building engineers on service requests
• Partner with the Office Manager to maintain company standards in daily operations
• Ensure the physical appearance, inclusive of furniture, remains clean and neat
• Responsible on a day-to-day basis to respond to employee’s office needs (i.e. troubleshoot or repair desks, daily moves, printer issues)
• Review conference rooms set ups, inclusive of clean-up after meetings and events
• Support new hires' logistics in a first day at the office with coordination with Tech Team
• Ensure that the office supply and kitchen areas are well-stocked

• Reviewing CSRE related quotes and invoices to facilitate timely payment
• Assistance in organizing company events and conferences
• Ad hoc team requirements as they arise, to include: Holiday cover for Office Manager

Qualifications/Skills Required

• 2+ years’ experience in facilities management
• Energetic and professional service-oriented approach
• An analytical mindset with problem-solving skills
• Microsoft Office experience
• Demonstrates strong ownership of work
• Able to prioritize and handle multiple tasks in a fast-moving, high-pressure environment
• Excellent communication skills
• Personal integrity; trustworthy, honest and reliable