Office Coordinator

As the first point of contact for my client's Cork City Centre office, the Reception & Office Support Coordinator plays a vital role in ensuring a professional environment for clients and employees alike. This is a multi-faceted position that balances front-of-house excellence with essential facilities and administrative coordination.

The ideal candidate will be highly organised, proactive, and comfortable managing a variety of tasks in a professional services setting.

Key Responsibilities

Front of House & Reception

• Provide a professional and welcoming presence at the reception desk, managing all visitor arrivals and sign-in protocols.
• Oversee the reception inbox and telephone switchboard, ensuring all enquiries are handled or redirected promptly.
• Maintain the presentation of the reception area and client meeting suites to a high standard.
• Prepare daily handovers to ensure seamless continuity of service.

Facilities & Operations Support

• Act as the on-site point of contact for building management, contractors, and external service providers.
• Manage office logistics, including incoming/outgoing post, courier bookings, and car park administration.
• Coordinate office access protocols, including the management of staff security badges and tracking records for new joiners and leavers.
• Provide local support for IT and facilities requests, ensuring office equipment and meeting room technology are fully operational.

Meeting & Event Coordination

• Oversee the scheduling and preparation of meeting rooms, ensuring appropriate supplies and setups are in place.
• Organise catering for internal and client meetings, liaising with vendors and on-site canteen staff as required.
• Offer administrative support for internal office events and employee wellbeing initiatives.
• Ensure meeting etiquette standards are upheld for both internal and client-facing sessions.

Stock & Supplies Management

• Monitor and replenish office, stationery, and canteen supplies proactively.
• Assist with the distribution of equipment and supplies to the wider team.
• Maintain accurate records for petty cash and supply inventories in line with company policy.

Requirements

• Experience: Proven experience in a reception, front-of-house, or office coordination role, ideally within a corporate or professional services environment.
• Communication: A polished and professional communication style, both written and verbal.
• Organisation: The ability to prioritise a diverse workload and remain calm under pressure in a busy office.
• Technical Skills: Proficient in MS Office; comfortable troubleshooting basic office equipment (printers/AV).
• Aptitude: A proactive problem-solver who takes ownership of their workspace and enjoys supporting a wider team.