Receptionist / Administrator Full-time Job
9 months ago - Administration - DublinJob Details
There has never been a more exciting time to join the world of mobility! The automotive industry will change fundamentally by 2030: electric drive and fully-networked transportation with autonomous drive will determine how we move around in future. With the Group strategy "NEW AUTO – Mobility for Generations to Come", the Volkswagen Group is a significant driver of this transformation.
Volkswagen Group Ireland (VGIE) is wholly owned by Volkswagen AG, the largest automotive company in the world with many of the most iconic automotive brands. In Ireland, we are the national sales company of six brands - Volkswagen, Audi, Skoda, SEAT, CUPRA and Volkswagen Commercial Vehicles. Our combined share of the Irish automotive market is 25%.
We are currently looking to hire a part time afternoon Receptionist / Administrator (1pm-5pm) to join our team on a job share basis (20 hours per week). Reporting directly to the HR Manager, in this role, you will be the first point of contact for all reception based duties and you will provide administrative support to the HR & Facilities department. This positon is a perfect opportunity for someone who is keen to learn and enjoys working in a fast paced environment
Key responsibilities include
Reception:
Maintain a welcoming and inviting reception experience
Meet and Greet Visitors - ensuring all visitors are logged in via the electronic sign in system.
Monitor visitor access and maintain security awareness
Managing Busy Switch (Siemens High Path 38000) - with over 150 extensions ensuring all calls are answered in a professional, timely manner and directed accordingly
Maintaining and updating internal phone list
Diary management – arrange meetings, on-site events, couriers, taxis etc
Daily Fire Alarm Panel Register
Managing all incoming & outgoing post
Accepting in all deliveries
Administration:
Supporting recruitment activity such as recruitment administration, preparing interview packs, room bookings etc.
Co-ordinate new starter set-up and equipment processes
Raising and tracking purchase orders (PO's) and invoices using Softco10
Training administration, delegate management using Learning Management System
Co-ordinate mandatory health & safety training, such as manual handling, fire safety and workstation assessments
Coordinate travel arrangements via travel system
Managing Employee Monthly Phone Bills for HR
General administration such as typing (using Word, Excel, PowerPoint), filing and assisting the HR & Facilities team with ad-hoc duties as required
Required Skills
To be successful in the position you will have minimum 1 years' experience in a busy reception / administrative role.
Have an excellent knowledge of MS Office
Be organised and have the ability to multi-task and remain calm under pressure
Have excellent communication skills
Maintain confidentiality at all times
Possess an eagerness to learn with a strong work ethic
Be team orientated with flexible approach to changing business priorities
Employee Benefits
At Volkswagen Group Ireland, we offer fantastic employee benefits, including;
Flexible hybrid working options.
Exceptional employee car scheme - drive a new Volkswagen Group Vehicle every 6 months!
Annual performance bonuses and healthcare options.
Career progression with the Volkswagen Group and travel opportunities.
Fair Processing Notice
Where your application relates to a role at Volkswagen Group Ireland Limited ('VGIE'), VGIE will be the data controller in that regard, and your personal data will be processed for the purposes of your job application. Your personal data is processed in line with VGIE's legitimate business interests as a data controller, as the lawful basis. Where you have applied for a role with a dealer, that dealer will be the data controller in respect of your application. Your personal data will only be held for a period of 60 days, once a decision has been made on your application. VGIE is an equal opportunities employer and does not discriminate against race, gender identity or expression, age, colour, marital status, religion, sexual orientation, genetic information, or any other characteristic protected by applicable laws, and regulations. You have a number of rights as a data subject – to exercise them e-mail privacy@vwgi.ie. For all further information on how your personal data is processed, read our Candidate Privacy Notice.
Volkswagen Group Ireland (VGIE) is wholly owned by Volkswagen AG, the largest automotive company in the world with many of the most iconic automotive brands. In Ireland, we are the national sales company of six brands - Volkswagen, Audi, Skoda, SEAT, CUPRA and Volkswagen Commercial Vehicles. Our combined share of the Irish automotive market is 25%.
We are currently looking to hire a part time afternoon Receptionist / Administrator (1pm-5pm) to join our team on a job share basis (20 hours per week). Reporting directly to the HR Manager, in this role, you will be the first point of contact for all reception based duties and you will provide administrative support to the HR & Facilities department. This positon is a perfect opportunity for someone who is keen to learn and enjoys working in a fast paced environment
Key responsibilities include
Reception:
Maintain a welcoming and inviting reception experience
Meet and Greet Visitors - ensuring all visitors are logged in via the electronic sign in system.
Monitor visitor access and maintain security awareness
Managing Busy Switch (Siemens High Path 38000) - with over 150 extensions ensuring all calls are answered in a professional, timely manner and directed accordingly
Maintaining and updating internal phone list
Diary management – arrange meetings, on-site events, couriers, taxis etc
Daily Fire Alarm Panel Register
Managing all incoming & outgoing post
Accepting in all deliveries
Administration:
Supporting recruitment activity such as recruitment administration, preparing interview packs, room bookings etc.
Co-ordinate new starter set-up and equipment processes
Raising and tracking purchase orders (PO's) and invoices using Softco10
Training administration, delegate management using Learning Management System
Co-ordinate mandatory health & safety training, such as manual handling, fire safety and workstation assessments
Coordinate travel arrangements via travel system
Managing Employee Monthly Phone Bills for HR
General administration such as typing (using Word, Excel, PowerPoint), filing and assisting the HR & Facilities team with ad-hoc duties as required
Required Skills
To be successful in the position you will have minimum 1 years' experience in a busy reception / administrative role.
Have an excellent knowledge of MS Office
Be organised and have the ability to multi-task and remain calm under pressure
Have excellent communication skills
Maintain confidentiality at all times
Possess an eagerness to learn with a strong work ethic
Be team orientated with flexible approach to changing business priorities
Employee Benefits
At Volkswagen Group Ireland, we offer fantastic employee benefits, including;
Flexible hybrid working options.
Exceptional employee car scheme - drive a new Volkswagen Group Vehicle every 6 months!
Annual performance bonuses and healthcare options.
Career progression with the Volkswagen Group and travel opportunities.
Fair Processing Notice
Where your application relates to a role at Volkswagen Group Ireland Limited ('VGIE'), VGIE will be the data controller in that regard, and your personal data will be processed for the purposes of your job application. Your personal data is processed in line with VGIE's legitimate business interests as a data controller, as the lawful basis. Where you have applied for a role with a dealer, that dealer will be the data controller in respect of your application. Your personal data will only be held for a period of 60 days, once a decision has been made on your application. VGIE is an equal opportunities employer and does not discriminate against race, gender identity or expression, age, colour, marital status, religion, sexual orientation, genetic information, or any other characteristic protected by applicable laws, and regulations. You have a number of rights as a data subject – to exercise them e-mail privacy@vwgi.ie. For all further information on how your personal data is processed, read our Candidate Privacy Notice.
