Office Executive - JTi FM

Front of House & Visitor Management

• Provide a professional and welcoming front-of-house service to all visitors, clients, and stakeholders.
• Maintain vigilance at the reception area by actively monitoring the front entrance for arrivals.
• Greet visitors promptly, ensuring a positive first impression at all times.
• Register visitors in the appropriate system and manage check-in and check-out processes.
• Ensure all visitors and contractors complete required site inductions before access is granted.
• Maintain a clean, organised, and clutter-free reception area that reflects a professional environment.

Security & Access Control

• Create and issue access cards for new starters in a timely manner.
• Deactivate access cards for leavers to maintain security compliance.
• Manage visitor and contractor passes, ensuring proper authorisation and usage.
• Conduct monthly audits of the access control system to ensure accuracy and compliance.
• Perform daily CCTV checks to monitor security and report any irregularities.
• Maintain key management systems including key safes and logs.
• Monitor and ensure all Security Industry Authority (SIA) licences are valid, conducting monthly checks.

Communications & Customer Service

• Act as a key communication point, managing incoming calls, emails, and Microsoft Teams messages.
• Respond promptly and professionally to all communications, ensuring queries are addressed or escalated appropriately.
• Share relevant information with team members to maintain effective internal communication.
• Provide excellent customer service to both internal and external stakeholders.

  Scheduling & Meeting Room Management

  • Manage shared calendars, ensuring accurate scheduling of meetings, subcontractor works, deliveries, and events.
  • Coordinate meeting room bookings, ensuring adequate time is allocated for setup and turnaround.
  • Prepare meeting rooms to required specifications, including equipment and materials such as flip charts, stationery, refreshments, and audio-visual setup.
  • Ensure meeting spaces are maintained to a high standard before and after use.

  Administrative Support

  • Raise and manage purchase orders, including amendments where necessary.
  • Handle invoice queries in collaboration with finance teams and suppliers.
  • Raise, monitor, and close reactive and planned preventative maintenance (PPM) work orders within required timeframes to maintain 100% compliance.
  • Conduct monthly audits across service lines such as cleaning, waste management, and pest control.
  • Upload and maintain compliance documentation in line with company and client requirements.
  • Ensure all site files and records are kept accurate, up-to-date, and audit-ready.

  Stock Control & Supplies Management

  • Perform regular stock checks on office and kitchen supplies including milk, tea, coffee, fruit, stationery, cleaning consumables, and hygiene products.
  • Liaise with cleaning teams and suppliers to ensure adequate stock levels are maintained.
  • Place and manage orders in line with operational requirements and budgets.

  Building Inspections & Facilities Support

  • Conduct daily building inspections, including plant rooms and communal areas, identifying and reporting any issues.
  • Communicate relevant updates or concerns to the security team and other stakeholders.
  • Maintain a visible and proactive presence across the site to support client engagement.
  • Carry out routine tasks such as daily cleaning and maintenance of coffee machines.

  Policies & Compliance

  • Maintain a thorough understanding of client and company policies and procedures, including:
    • Visitor management
    • Post handling
    • Clear desk policy
    • Workplace conduct (e.g., dogs in the office)
    •  Ensure all daily activities are carried out in compliance with these policies.

At EMCOR UK, we embrace and celebrate diversity in all its forms.

We welcome applicants from all backgrounds and experiences, regardless of age, race, gender, sexual orientation, religion, disability, or any other characteristic that makes you unique. We believe that a diverse and inclusive workforce fosters creativity, innovation, and better problem-solving.

We encourage applications from all candidates and are committed to providing equal opportunities for employment and growth, supported by our inclusive policies and practices.

Join us in our endeavour to build a culture of mutual respect and equity, a place where every voice is heard, and every individual is championed.

Join us in building a better world at work.