Receptionist 5 Months Fixed Term Contract

Johnson Controls is a global diversified technology and industrial leader serving customers in more than 150 countries. Our 170,000 employees create quality products, services and solutions to optimize energy and operational efficiencies of buildings; lead-acid automotive batteries and advanced batteries for hybrid and electric vehicles; and interior systems for automobiles. Our commitment to sustainability dates back to our roots in 1885, with the invention of the first electric room thermostat. Through our growth strategies and by increasing market share we are committed to delivering value to shareholders and making our customers successful. In 2013, Corporate Responsibility Magazine recognized Johnson Controls as the #14 company in its annual 100 Best Corporate Citizens list. For additional information, please visit

Johnson Controls Global WorkPlace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Receptionistto join the team located in Chesterfield for a 5 month Fixed Term Contract. The successful candidate will ensure that customer satisfaction is maintained at the highest level by providing a high quality and pro-active service in the clients facility. To ensure effective communication with client, peers, building tenants and management at all times

Role Summary:

Accurate handover to / from member of staff whose position is being covered
Provide a prompt, efficient and polite response to both visitors and internal customers either face to face, via the telephone and e-mail communication.
Manage share email inbox, respond to and file email requests ensuring handover of any items not completed by end of working day
Communicate FM issues to the building users, via e-mail. Collate information and write weekly building newsletter
Communicate between all departments maintenance, catering, cleaning, management and ad hoc contractors
Ensure Reception image is kept up to standard and in line with Client Standards document.
Actively assist in the compliance of the Reception SLAs
Ensure all calls are answered in accordance with the association call handling procedures for the client account
Greet all visitors courteously, ensure Security Clearance is checked.
Give out identification badges and information on site safety and emergency procedures
Enter visitor details using electronic booking system following client visitor policy and site access control procedures
Notify hosts of visitors arrival and where guests not collected, make follow up calls.
Monthly audits on access control system send reports
Input security incidents onto client portal from security team
Report unattended laptops on security portal & arrange disposal by client LBS team if required
Organise photo id badges for users and send to vetting office. Manage access control system, add/disable/delete badges as per security requirements
Ensure all contractors are inducted and correct access pass issued before starting work
Issue H&S documentation to maintenance team received from contractors, follow the contractor management process and H&S requirements before permitting access to SSR/PMs
Manage the SSR reporting system, allocate and issue jobs to relevant responders, chase completion and update system. Escalate any non-compliance to supervisor
Call out BAU suppliers (AC, Vending, Catering Equipment, MDFs, Fire, Security, general maintenance) chase quotes if work cannot be completed on initial call out visit
Obtain quotes/orders for parts and materials as requested by maintenance team and manage stock control documentation
Check alarms on BMS, report on SSR system and respond on system
Receive, allocate, issue PMs Monthly to relevant responders from Maximo report (issue job packs and update with changes), update SSR system weekly with completed items. Escalate any items not completed to supervisor prior to month end
Meeting Rooms
Co-ordinate all meeting room bookings using the resource database
Co-ordinate bookable hot desks using excel booking spreadsheet
Manage printers, ensure faults are rectified, and replace toner & fusing oil units, development units, waste bottles, paper
Assist staff with scanning and use of the multi-function devices
Check shredders are functional, report faults and change waste bags
Ensure hospitality requests are received by catering contractor and issue Pos as required following client PRF process
Assist with weekly fire alarm test and complete all documentation
Assist client with monthly charity collection and update charity board
Carry out any ad hoc duties as directed by the FM
Maintain vehicle database with accurate and up to date information. Issue car parking passes
Support with client hire cars (receive keys/inform staff/end hire
Update staff holiday board when approved by Facilities Manager
Maintain Monthly Spreadsheet with up to date accurate information
Complete assigned items on Duties Checklist, hand over items not completed by end of day
Submit weekly reports to Facilities Manager
Collate and save Energy Check sheets from security team
Provide data for monthly CHESS reporting
Send absence report to payroll, ensure any absences are authorised by Facilities Manager
Take & record wellbeing bookings, organise room setup, communicate with providers
Assist with admin and FM duties SSR and Maximo as directed by Facilities Manager.
Procurement of stationery for client users
Sort incoming post and distribute. Frank outgoing mail and record post details. Ensure
Franking machine is in credit and liaises with supplier.
Manage courier bookings including payment on CPC card, comply with CPC card procedure
Issue purchase orders and ensure all invoices are approved for payment within JCI standard timescales, update BOMA tracker weekly and close down POs when used/not required
Check expected deliveries and chase outstanding orders
Sell stamps and check cash box daily reconcile on Monthly Database
Ensure no work takes place without a purchase order in place (no Post-Factum Pos)
Moves and Changes
Organise small BAU moves (less than 10) and desk allocations, liaise with other departments
Maintain capacity analysis for the Site

Experience Required:

Experience of similar reception environment; commitment to team culture and approach to service delivery; and able to deal with staff at all levels; flexible and willing approach to work,
Good IT skills (Word, Excel, Lotus Notes) is essential
Able to organise and prioritise own workload to ensure high level image is maintained in reception area.
Presentable image and excellent communication skills.
Must have at least 3 years checkable work history for site security clearance

Ref Number: 128585

Benefits:

We offer a competitive salary and comprehensive benefits together with genuine opportunities for you to develop your skills and build on your career.

Our employees enjoy working in an environment that offers great advancement opportunities, including award winning training programmes, great benefits such as pension, healthcare, health insurance and much more.

Johnson Controls is committed to equal opportunities

Application Process:

Please complete your application online wherever possible. Your application will be reviewed by our Talent Acquisition Team and you will be contacted if you have been successful in being short listed for the role. No agencies please.