Office Administrator

To provide secretarial and administrative support to the Building Management Teams across 25/30 Churchill Place, 15 Water Street & 20 Water Street.

Salary: £37,000 - £42,000

Closing Date: 19th May 2026

Working arrangements: 4 days in the office, 1 day working from home

1 year FTC (Mat Cover)

MAIN RESPONSIBILITIES

• A good understanding of Yardi accounting system and raise purchase order requests for office consumables such as stationery, cleaning materials and First Aid supplies and control of its issue and usage.
• Record, monitor and track all purchase order requests, purchase orders and supplementary service invoices and to ensure that they are prepared in accordance with the agreed procedures and are correctly coded.
• Support the admin team with raising Purchase Orders and record all purchase orders raised on the building’s PO Tracker.
• Run a monthly report highlighting any open / unreceipted purchase orders and chasing both internal staff and external suppliers for updates, actioning closures as necessary.
• Provide support to the team with processing invoices and ensure these are prepared in accordance with the agreed procedures and are correctly coded.
• Monitor any tenant recoverable expenditure and raise and process charges back to the service charge budget.
• Work alongside the Building Operations and Administration Manager to raise all tenant utility billing on a monthly and quarterly basis.
• Liaise with the cleaning contractors to ensure the smooth running of the daily cleaning of the buildings, arrange audits for all areas across the three buildings and ensure periodic cleaning is carried out to standards expected.
• Assist the Building Operations & Administration Manager with all leasing and VIP visits, ensuring the areas are prepared and teams are aware.
• Collate all information for the production of the monthly payroll including overtime and summary forms.
• Assist the Building Service Managers with any administration filing and tasks required to assist the smooth running of the permit offices.
• Assist the Building Service Managers in organising Tenant Practice Fire Evacuations.
• Develop and maintain a strong understanding of the Centralised Helpdesk and reporting systems, handling helpdesk enquiries as needed.
• Maintain and administer the filing system via the Buildings SharePoint Sites.
• Collate the monthly waste weight figures across all three buildings and send out monthly reports to the tenants.
• Assist the teams in any internal and external audits that take place, ensuring documentation and filing systems are up to date and correct.
• Regularly update Tenant Manuals, Tenant Fit Out Guides, Tenant Contact details and any other documentation relevant to tenant records.
• Prepare as necessary and when required any minutes arising from meetings and distribute to the relevant personnel.
• Ensure that all incidents with insurance implications are reported to the Insurance Department. To progress the insurance incident report procedures and to keep all the relevant parties fully informed of the progress.
• Arrange meetings and maintain Building Manager’s and Building Service Manager’s diaries.
• Carry out secretarial duties including typing of ad hoc reports and proof read as necessary and carry out audio/copy typing for Building Manager.
• Provide cover as and when the Financial Administrator is out of the office or on leave.
• Carry out any other duties as requested by the Building Manager, Building Services Manager and Building Operations & Administration Manager.

PERSON SPECIFICATION

• Sound experience gained within a property-related role.
• Strong experience developed in an accounting or finance context.
• A high level of computer literacy required.

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.

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.

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.

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.
• Flexible Working: As an inclusive employer, we recognise the positive impact flexible working can have on an individual, their wellbeing, engagement and productivity.
• 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.
• Other Benefits: We are committed to building a safe, happy and healthy community for our employees and we offer a comprehensive range of benefits.

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.