OCS
Office Executive
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About The Role
OCS are looking for an enthusiastic and capable individual to form a key part of the team. Office Executives play a critical role in ensuring the smooth, efficient, and professional operation of the office environment. Acting as a central point of contact for clients, visitors, and internal teams, they support day-to-day administrative, operational, and organisational functions while delivering a high standard of customer service and maintaining a safe and compliant workplace.
Key Responsibilities
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.
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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.
Personal Specification
Training & Development
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Complete all mandatory training requirements, including:
- Security Industry Authority (SIA) Licence
- Emergency First Aid at Work
- IOSH (Institution of Occupational Safety and Health Team Support & Cover
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Provide flexible support to cover team absences due to sickness or annual leave. In addition, the role will require on occasion to work outside normal working hours when required to ensure service continuity.
Skills, Qualifications & Experience
- Participate in ongoing in-house training across a variety of operational and compliance topics.
- Attend external training sessions where required.
- Collaborate closely with team members to ensure seamless operational coverage.
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Requirements & Skills
Essential Skills & Experience
- Proven administrative or office support experience.
- Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams.
- Strong organisational and time management skills with the ability to prioritise tasks effectively.
- Excellent communication and interpersonal skills.
- High attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Professional and proactive approach with a strong customer service mindset.
- Building internal and external Stakeholder Relationships
About The Company
OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.
Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.
Why Work for OCS?
- ✅ Award-Winning Employer: Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.
- 🚀 Digital Learning: The OCS Academy offers digital courses and resources to help you build skills and grow your career.
- 🙂 Retail Perks With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
- 📝 Professional Growth: 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!
- 💰 Flexible Pay: Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)
How to Apply
If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest! You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available.
We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.
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