Lift & Escalator Administrator at Canary Wharf Group

London, England, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

30 Aug, 26

Salary

40000.0

Posted On

01 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Skills, Organisational Skills, Microsoft Word, Microsoft Excel, Microsoft Outlook, Written Communication, Customer Service, Power BI, SharePoint, Financial Reporting, Stakeholder Management, Contractor Coordination

Industry

Retail Office Equipment

Description

Department: Retail ______________ Company: Canary Wharf Group plc ______________ Reporting to: Lifts & Escalator Services Manager ______________ JOB SUMMARY The Lift & Escalator Administrator provides comprehensive administrative and operational support to the Lift & Escalator Department, ensuring the lift and escalator portfolio is fully maintained, compliant, and operating to the highest possible standards across the estate. The role requires effective coordination, accurate reporting, and professional communication with internal teams, contractors, and stakeholders. Salary: £35,000- £40,000 Closing date: 15th June 2026 4 days in the office/1 day WFH MAIN RESPONSIBILITIES Main Responsibilities Manage and respond to daily calls and emails relating to lift and escalator works across the estate, supporting the L&E team through clear, timely, and professional communication. Provide regular updates and briefings on all situations as required. Upload, process, and monitor contractor documentation, including maintenance reports, call-out reports, and insurance documentation such as LOLER reports, ensuring records are accurate and up to date. Support the department with monthly financial activities, including raising purchase orders, monitoring invoice submissions, and assisting with the production of monthly, quarterly, and year-end financial reports. Log and track all emergency lift and escalator call-outs with appointed contractors, providing ongoing support to the L&E Services Manager to ensure equipment remains fully operational at all times. Maintain the emergency call-out tracker with daily updates and issue a report of any isolated lifts to relevant stakeholders before close of business each day. Work closely with the L&E team to update the Work in Progress (WIP) schedule on a weekly basis, ensuring progress is accurately aligned, tracked, and reported within the department. Collate lift usage and performance data provided by L&E contractors, compiling information for monthly and year-to-date service performance dashboards and presentations. Carry out general administrative duties, including the preparation of reports and presentations, and the management of departmental and shared building folders (SharePoint). Liaise closely with L&E service providers and Canary Wharf Management building teams to support the efficient and effective operation of the department. Produce monthly and quarterly stakeholder reports and presentations using Power BI data, supporting departmental and management meetings. Demonstrate a willingness to develop alongside departmental needs. Following induction, undertake ongoing personal development to expand knowledge, particularly in relation to Health & Safety requirements and industry best practice within the Lift & Escalator sector. PERSON SPECIFICATION Essential Strong administrative and organisational skills Proficient in Microsoft Word, Excel, Outlook, and Windows-based systems A good standard of written communication skills in English is required Ability to communicate effectively at all levels Ability to work under pressure and meet deadlines Flexible and adaptable approach to work Strong customer service awareness and understanding of its importance within Canary Wharf Desirable Experience working within Property Management or a similar environment HEALTH SAFETY AND WELFARE RESPONSIBILITIES All staff are required to fulfil their legal duty to take reasonable care for the health and safety of themselves and others who may be affected by their acts and omissions, and to follow all guidance and instructions given in this respect. Further details regarding Health & Safety responsibilities are set out in the Health & Safety Policy in the Administrative Rules and Procedures, and the Health, Safety & Welfare Manual. ENVIRONMENTAL, SOCIAL & GOVERNANCE (ESG) RESPONSIBILITIES Recognising the centrality of ESG principles within our organisation, we have developed a comprehensive ESG Strategy. It is imperative that all staff members understand and adopt this strategy into their respective roles. This includes adhering to environmental regulations, minimising waste, supporting nature within our urban environment, and facilitating positive change for those in need within our community and utilising our volunteering. QUALITY MANAGEMENT RESPONSIBILITIES In line with the latest ISO 9001 requirements and our dedication to quality management, all staff are mandated to comply with system requirements as detailed within the Company Quality Manual & Policies. Additionally, it's vital to ensure the effective implementation of all Procedures, Plans, and Forms within our Electronic Document Management Systems (EDMS) to meet the ISO 9001: Quality Management Standard. COMPANY VALUES Commit to Excellence Act with integrity and deliver high performance Put our customers at the heart of what we do Resolve issues by providing high quality solutions Foster Collaboration Find opportunities to collaborate with others across the business to achieve shared goals Encourage inclusive networks and treat others with respect and fairness Use knowledge to work effectively with suppliers / contractors to meet shared goals Encourage Engagement Confident in making decisions appropriate to the role Learn from mistakes and listen to constructive feedback to improve performance Prioritise safety and actively support community, wellbeing and sustainability programmes Take Ownership Take pride in delivering high quality service which exceeds expectations Committed to opportunities for self-development Take responsibility for my own performance and look for ways to improve Embrace Innovation Embrace change and innovation Proactively suggest ways to improve our business and encourage others to share ideas See new challenges as opportunities to deliver effective change WHAT WE OFFER Diversity and Inclusion We recognise the importance of embracing diverse experience, skills and perspectives at all levels and operating in an inclusive working environment, in order for everyone to reach their full potential. We also recognise that it makes business sense, since being an inclusive employer leads to better business performance and higher levels of employee engagement and satisfaction. We welcome applicants with diverse backgrounds, perspectives and skills and are committed to fostering a culture whereby everyone can reach their full potential. Flexible Working As an inclusive employer, we recognise the positive impact flexible working can have on an individual, their wellbeing, engagement and productivity. Therefore, we are open to consider flexible working arrangements, both temporary or permanent. Learning and Development At Canary Wharf Group, our employees receive a wide range of support to help improve their skills and achieve their career goals. We offer development opportunities through classroom and e-learning training, mentoring, cross department experience and on the job learning. We heavily invest in our staff attaining accreditations to develop existing and new skills, support chartered status, sponsorships and provide further educational opportunities which are job and business related. We never stand still and continually invest in developing skills and knowledge to ensure individual and company growth. Other Benefits We are committed to building a safe, happy and healthy community for our employees and we offer a comprehensive range of benefits, all designed with our employees and their wellbeing in mind. From generous pension and insurance plans, to health benefits, subsidised gym membership, store discounts and family leave, our benefits package allows our employees to choose the benefits that suit them and their individual needs. If you are interested in joining our highly professional and skilled team for our next exciting phase of development, please complete the form on this page to apply online. Early applications are encouraged as we reserve the right to appoint at any point. Please let us know about yourself so we can stay in contact for future job openings! Canary Wharf Group (CWG) is the developer of the largest urban regeneration project in Europe. CWG develops, manages and currently owns interests in approximately 9 million square feet of mixed-use space and over 1,100 Build to Rent apartments. CWG is the largest sustainable developer in the UK and also excels operationally as it purchases 100% electricity from renewable sources since 2012 and zero waste to landfill since 2009. CWG has created a 24/7 city where people can live, work and thrive on the Canary Wharf estate and enjoy all the benefits: great transport links, access to green spaces and waterside living; and a wide range of amenities including an award-winning arts and events programme. Canary Wharf’s retail offering comprises over 300 shops, including grocery stores, pharmacies, health clubs, bars and restaurants, all within 15 minutes’ walk. The Company’s current £2bn construction activity and pipeline includes more than 500k sq ft NIA of commercial properties and over 2,300 new homes for sale and rent.

Responsibilities

Provide comprehensive administrative and operational support to the Lift & Escalator Department to ensure portfolio compliance and maintenance. Responsibilities include managing contractor documentation, tracking emergency call-outs, and producing performance dashboards using Power BI.