Receptionist

Receptionist | Dublin 7 - Full Time | 37 per week (8:30 -5:30pm Mon -Thurs & 9-2pm Friday)

We are one of the few providers in the market that offer a full range of pension products on a self-invested basis. This includes Personal Retirement Savings Accounts, Personal Retirement Bonds, Approved (Minimum) Retirement Funds and Small Self-Administered Pension Schemes. Our products offer clients flexibility and real choice when it comes to their pension investments. We are currently seeking a Receptionist.

The Receptionist is responsible for providing a professional and efficient front-of-house service for us. The role acts as the first point of contact for clients, brokers, suppliers and visitors, ensuring all enquiries are handled promptly and professionally.

The Receptionist supports the wider Operations team through administration, telephone support, mail handling, document management, appointment coordination, portal registration assistance and general office administration.

Key Responsibilities

Reception and Client Service

• Welcome clients, brokers, suppliers and visitors to the office.
• Manage the main telephone line and direct calls appropriately.
• Respond to general enquiries in a professional and courteous manner.
• Take and relay accurate messages.
• Maintain a professional reception and meeting area.

Correspondence and Mail Administration

• Receive and distribute incoming post and deliveries.
• Prepare outgoing post and courier items.
• Scan and upload correspondence to appropriate systems and records.
• Assist in routing correspondence to relevant departments for action.
• Monitor shared mailboxes and redirect enquiries as required.

Client and Broker Support

• Assist clients and brokers with general service enquiries.
• Provide support regarding Newcourt Connect portal registration and access.
• Escalate technical or administration queries to appropriate teams.
• Maintain high standards of customer service and confidentiality.

Administration Support

• Assist Operations teams with data entry and record maintenance.
• Create and update administrative records where required.
• Prepare standard letters and client correspondence.
• Monitor and order office stationery and supplies.
• Support document filing, archiving and records management.

Meeting and Office Coordination

• Book meeting rooms and prepare facilities for meetings.
• Coordinate visitor arrivals and refreshments.
• Assist with scheduling internal and external meetings.
• Support management with diary and appointment administration where required.

Compliance and Data Protection

• Handle client information in accordance with GDPR and company policies.
• Maintain confidentiality of client, broker and company information.
• Follow documented procedures and operational controls.
• Escalate any complaints, data breaches or operational risks immediately.

Systems and Technology

• Use internal IT systems, Microsoft Dynamics 365, SharePoint, Outlook, Teams and other business systems.
• Ensure information is recorded accurately and consistently.
• Assist users with basic portal navigation and registration queries.

Skills and Experience

Essential

• Previous receptionist, customer service or administrative experience.
• Excellent telephone manner and communication skills.