Temporary Receptionist position until September.
Part-Time Position - 20 hours per week
Front of House Team manages guest interactions, handling check-ins, check-outs while also serving as a primary contact for inquiries, services, issues, and concierge services. This role is crucial for providing a positive resident experience by ensuring efficient operations, maintaining professional standards, and acting as the "face" of Accommodation.
The Receptionist Role will carry out administration tasks as set out below.
Team members during the summer months will be employed by Bidvest Noonan and will work, day to day, under the supervision of the Facilities Supervisor. Team members are expected to participate in ongoing training.
The working hours will be spread across 7 days of the week and Role Holders will have allocated hours over a 4 or 5 day rota per week. Reception Opening Hours are 08:00 to 18:00 (with designated breaks).
Key Responsibilities
- Guest Services: Welcome and check-in guests, provide keys, first response to guest queries and effective referrals to appropriate services.
- Communication: respond to guest email enquiries, handle complaints professionally making referrals to Facilities Supervisor where appropriate, and act as a point of contact for maintenance, cleaning and other residential services. Be fully informed on how MU Events operate and know where in the Published information on the website information can be found so that full details are easily access by residents.
- Lock outs/Doors- Provide the prescribe Lock-out service and operate the Access Control system including door, battery and PPD operations.
- Key box- Manager the distribution and retrieval of physical keys for maintenance and other suppliers and contractors. (sign in / out)
- Administrative Tasks: Log maintenance requests. Contact Maintenance contractors/Locksmith/Pest Control/Maintenance Help desk for issues as required. Update bookings and for accommodation and facilities as they arise. Log Maintenance for guests, and manage the data on the access system.
- Information & Concierge: Be informative about local attractions, amenities, and services. Use Bulk emails to residents as prescribed by Facilities Team Lead.
- Problem Solving: Address and resolve guest issues and concerns, often by collaborating with other staff or departments to find solutions and making appropriate referrals. Be vigilant and react appropriately to emergencies or security risks observed in the normal course of the day.
- Operational Support: Maintain the cleanliness and tidiness of the reception area and access routes. Liaise with cleaning staff with regard to access and any cleaning issues that may arise or are observed. Work with the Facilities Supervisor to ensure stock levels are maintained. Liaise closely with Security staff and do detailed handover where appropriate.
Candidate Profile
- Customer Service: An exceptional ability to provide outstanding customer service.
- Communication: Excellent verbal, written and interpersonal communication skills are essential for interacting with residents.
- Integrity: Must be honest, hard-working, reliable and treat guest information in strict confidentiality
- Administration Skills: Experience in general office work, multitasking and problem solving.
- Organization: Strong organizational and time management skills to handle multiple tasks and guest requests.
- Professionalism: A well-groomed appearance and professional demeanour are important for representing Student Residences. A uniform may be provided.
- Flexibility: The ability to learn and participate in ongoing development so that all aspects of the MU Events Facilities Team tasks can be performed effectively.
- Tech-Savvy: Proficiency in using computers and software applications, the role will involve the following applications Salto access systems, TCAS online, TEAMS, and the various Microsoft office packages, FM Fast Track system for property management and Resource Booker and any other systems that are or will become operational requirements. Be able to demonstrate a full understanding and experience in data protection requirements.
- Education: Preferably will have third level education in hotel/catering /hospitality.
- Experience: ideally will have worked in hospitality in an education setting and/or events environment and can show that they can work effectively with younger/student clients.
Required skills and qualifications
- Experience as a receptionist
- Excellent written and verbal communication skills
- Ability to multitask and manage time effectively
- MS Office Suite experience
- Valid visa to work in Ireland