Office and Reception Manager

Location: Dublin, Ireland. Please note that this is a full-time office-based role (Monday-Friday, 9am-5.30pm in our HQ office in Dun Laoghaire)

About Us;;

GOAL has responded to the world’s major humanitarian crises since its founding in 1977, working with vulnerable communities in 15 countries across the globe with a dedicated team of 3,500 personnel. While GOAL continues to be an agile first-responder to humanitarian crises, it is also committed to working with vulnerable communities to help them survive crises and support them on the road to recovery.;

Job Purpose:

The Office and Reception Manager is responsible for overseeing the smooth and efficient running of GOAL’s International headquarters in Dublin. This role is front of house and is the first point of contact for GOAL so the ability to consistently engage all customers, internally and externally in a welcoming manner in keeping with GOAL’s culture is crucial. The role has a wide variety of tasks and requires that the successful individual would be capable of handling a busy front desk office environment.Reporting to the Executive Manager, this role involves ensuring the overall professionalism of the office environment and employee experience and the role consistently supports a culture of productivity, safety, and professionalism. Additionally, the role ensures a welcoming and professional experience for all HQ visitors, from international delegations to day-to-day guest management, and general oversight front-of-house activities, and meeting rooms.;This role also requires management of the Facilities team, who are critical business partners for the HQ Team.We are currently looking for an individual with a strong proven track record in the hospitality space and or office receptionist/manager to join us in this full-time office based role.;

Key Areas of Responsibility:

Front-of-House Management

• Ensure a Welcoming Front-of-House Environment: Oversee the front-of-house operations, ensuring that all guests and visitors are welcomed into a professional, friendly, and well-organized environment.
• Visitor Experience & Management: Manage the arrival and departure process for all visitors, including overseas delegations. Continuously monitor and enhance the front-of-house operations to ensure an exceptional guest experience that aligns with corporate values and professional standards.
• Travel & Coordination logistics for Overseas Visitors: Ensure the smooth coordination of travel, accommodation, and onsite services for international visitors, including liaising with relevant teams to ensure they are welcomed and supported during their stay.
• Office Management for a good guest and employee experience. ;This involves overseeing HQ Office Employee experience and identifying and delivering on opportunities to optimise the office for better functionality, safety, and staff productivity.
• Emergency Continuity Planning (ECP): Lead the implementation, and review of the HQ's office continuity plans, ensuring the organization can operate effectively in the event of emergencies or disruptions.
• Contract and Vendor Management: Oversee annual reviews of HQ Vendors for best value for money and service against budgets.
• Ensure consistent stock taking system is in place and is monitored and managed for all departments

Internal Conference Planning

• HQ Events Coordination: Provide key support to the Executive Manager and Office of the CEO in the coordination of internal ;conferences, and meetings, ensuring that events align with organisational objectives and budgets.
• Post-Event Analysis: Conduct reviews after major events, gathering feedback and identifying areas for improvement in event execution and guest experiences.

Facilities and Health & Safety Management

• Provide leadership to the Facilities and Health & Safety Manager and their team: support trainings as required and ensure compliance with local, national, and international regulations.
• Compliance Oversight: Ensure risk assessments and audits are conducted.
• Space Utilization: Work strategically to ensure efficient use of office space and anticipate changing needs.

Process Improvements

• Operational Efficiency: Identify and ensure adoption of new technologies to deliver greater efficiencies to ensure we optimise value for money.
• Sustainability Efforts: Lead the HQ’s sustainability initiatives, working with facilities and external vendors to reduce the environmental impact of office operations.
• Cross-functional Collaboration: Collaborate with leadership teams, IT, and HR to ensure HQ operations are aligned with organizational goals, including fostering a workplace environment that enhances the employee and visitor experience.

Budget and Resource Management

• Budget Ownership: Develop and manage the budget for HQ operations, including facilities, events, front-of-house, and business continuity planning.

Skills & Qualifications:

• Strong proven track record in the hospitality space and or office receptionist/manager.;

• Leadership: Proven experience working in a multi-cultural environment, including direct management of senior-level staff in facilities and front-of-house roles.

Skills:

• Strong organisational, project management, and multitasking capabilities.
• Excellent interpersonal and communication skills, especially in managing external stakeholders.
• Knowledge of health and safety regulations, business continuity planning, and front-of-house operations.

Key Competencies:

• Customer-Centric Approach: Strong focus on delivering an exceptional guest experience and ensuring a smooth and professional front-of-house operation.
• Operational Excellence: Proven ability to improve processes and deliver cost-effective solutions.
• Problem-Solving: A proactive approach to identifying and resolving operational challenges.
• Collaboration: Skilled at working across functions and managing relationships with both internal teams and external vendors.

Strategic Value-Add:

• Optimised Guest Experience: focus on front-of-house operations ensures that HQ visitors, from local guests to international executives, experience a high level of professionalism, contributing to the organization’s positive reputation.
• Operational Resilience: Through robust business continuity planning and risk management, the candidate will play a critical role in ensuring the HQ remains operational in the face of disruptions.
• Cost and Space Efficiency: Strategic management of premises and facilities will drive cost savings while ensuring optimal use of space, positioning the organization for future growth.
• Enhanced Corporate Culture: A welcoming front-of-house environment, combined with well-organized events and office operations, will positively impact both staff morale and corporate image, supporting the organization’s wider goals.

We strongly encourage you to apply even if you do not meet every single requirement listed.; At GOAL we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please just contact our Recruitment Team at recruitment.hq@goal.ie;;;

GOAL commitment to Diversity, Equity and Inclusion:

GOAL is an equal opportunity employer. We celebrate diversity and are committed to building an inclusive environment for all employees.;We foster an inclusive culture where all voices are heard and valued, we are particularly eager to receive applications from women (and other underrepresented groups). We know that the more inclusive we are, the better our work will be.

All employees share in the responsibility for fulfilling GOAL’s commitment to equal employment opportunity and equal treatment. GOAL does not discriminate against any employee or volunteer; or any applicant for employment or volunteering on the basis of age, gender identity, ancestry, political opinion, civil status, medical condition, ethnic background, disability, race, religion, sexual orientation, or any other characteristic protected by applicable laws.;

Accountability within GOAL;

A commitment to GOAL values and GOAL’s integrity framework is critical to working with GOAL. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability: 1) Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols; 2) Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area; 3) Report any concerns about inappropriate behaviour of a GOAL staff or partner.;

Safeguarding;

Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.;

General Terms and Conditions;

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.;