Receptionist (with administrative duties)
Application Deadline: 30 July 2025
Department: HR & Reception
Employment Type: Permanent - Full Time
Location: Alternative Heat Head Office
Reporting To: Head of People and Talent
Description
The opportunity has arisen to join an industry leader in UK’s & Ireland’s Building Services sector. Alternative Heat design, develop and deliver a wide range of offsite-prefabricated, innovative, and sustainable building service solutions throughout the UK & Europe.
What We Do:
We specialise in the design, supply, and installation of a wide range of prefabricated energy solutions, typically built in NI and shipped throughout the UK & Europe. We also offer turnkey design, build, and operate solutions for commercial energy centres and large-scale district heating solutions and have experience with successfully procuring and delivering many similar packages to a wide range of public bodies throughout UK & Europe.
Team Overview:
The Reception team is the welcoming face and backbone of Alternative Heat’s people operations which handles daily front-of-house duties, including visitor management, communications, and administrative support. The Reception Team create an organised, efficient environment that supports both our employees and clients from the moment they walk through the door.
Role Overview:
To Support a busy reception area and be the first point of contact in the organisation (face to face or via telephone), focusing on providing an exceptional service. This is an additional role to support the growth of the business.
Job Title | Receptionist (with administrative duties)
Location | Head Office, Banbridge, Co. Down, BT32 3QD
Hours | Monday - Friday 8am - 5pm
Salary | Competitive Depending on Experience
Responsible to | Travel and Reception Lead
What you'll be doing:
* Meet and greet visitors entering the business and ensuring the correct screening, sign in/sign out procedures/documentation are completed.
* To answer the telephone in an efficient and professional Manner, screen and direct calls, take and relay messages and provide information to callers.
* Ensure the reception area and meetings rooms are neat and tidy at all times.
* Receive and sort all incoming post/deliveries and distribute to the relevant departments. To frank all outgoing post and deliver to the post office.
* To maintain and place stationary/orders relevant to both reception and head office, double checking the orders when they arrive that it is correct and placing the items in the stationary cupboard.
* To maintain and order supplies for tea stations, coffee machines, canteen, place milk orders and cleaning supplies.
* To manage the conference/meeting room booking system, organising and accepting meeting requests, scheduling appointments and arranging any necessary catering.
* To assist the Travel and Reception Lead (in their absence be responsible for) booking all travel associated with the company to include but not limited to booking flights, carparks, trains, hotel and car-hire.
* To record, update budget spreadsheet and electronically file all confirmations/details associated with each aspect of travel for the company i.e. individual, job, cost etc.
* Update the company credit cards and chase any outstanding receipts/confirmations and saving them in the correct format.
* Creating and sharing email announcements to celebrate employee milestones such as special birthdays/occasions to engage employees in the celebration and arranging any associated gifts. To check and approve payments on 4P systems and allocate to the correct jobs codes.
* To support other departments with general administrative duties on as and when required basis.
* Any other duties deemed necessary by management.
What You Need to Have:
* Previous experience working in a busy reception area/office environment
* Excellent communication skills, written and verbal.
* Proficient in use of Microsoft Office packages in particular Outlook, Word and Excel.
* Ability to work alone on your own initiative and as part of a team.
* Accuracy and good attention to detail skills
* Good organization and time management skills
* Discretion and the ability to maintain confidentiality
What You Would Ideally Have:
* Previous experience in booking/arranging travel
* Experience in dealing with a high volume of phone calls
Employee Benefits:
* Full in-house training and career development opportunities
* Competitive pension scheme
* Life assurance scheme
* Health cash plan
* Free annual health check during working hours
* 30 days annual leave increasing in line with length of service.
* Social events organised for all employees throughout the year via our Health and Wellbeing committee.
* Secure, free onsite parking
* Free Coffee, Hot Chocolate, Tea, and Fruit provided daily.
* Friendly and supportive working environment in state-of-the-art facilities
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