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- Tasks: Provide essential admin support to our dynamic Building Management Teams across multiple locations.
- Company: Join Canary Wharf Management Limited, a leader in property management with a focus on collaboration.
- Benefits: Enjoy a competitive salary, flexible working options, and comprehensive health benefits.
- Other info: Embrace a culture of diversity, innovation, and continuous learning for your career growth.
- Why this job: Be part of a vibrant team where your contributions directly impact building operations and tenant satisfaction.
- Qualifications: Experience in property management or finance, plus strong computer skills are essential.
The predicted salary is between 37000 - 42000 £ per year.
Department: BP4
Company: Canary Wharf Management Limited
Reporting to: Administration & Operations Manager
Job Summary: 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
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 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 chase 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.
- Progress the insurance incident report procedures and 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.
- Foster Collaboration: Find opportunities to collaborate with others across the business to achieve shared goals.
- Encourage Engagement: Confident in making decisions appropriate to the role.
- Take Ownership: Take pride in delivering high quality service which exceeds expectations.
- Embrace Innovation: Embrace change and innovation.
What We Offer:
- Diversity and Inclusion: We recognise the importance of embracing diverse experience, skills and perspectives at all levels.
- Flexible Working: We are open to consider flexible working arrangements, both temporary or permanent.
- Learning and Development: Our employees receive a wide range of support to help improve their skills and achieve their career goals.
- Other Benefits: We offer a comprehensive range of benefits, all designed with our employees and their wellbeing in mind.
Office Administrator employer: CWG
Contact Detail:
CWG Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Administrator
✨Tip Number 1
Network like a pro! Reach out to your connections on LinkedIn or even in person. Let them know you're on the hunt for an Office Administrator role, and who knows? They might just have the inside scoop on openings that aren't even advertised yet.
✨Tip Number 2
Prepare for those interviews! Research the company and its values, especially around ESG and quality management. Be ready to discuss how your skills align with their mission and how you can contribute to their goals.
✨Tip Number 3
Practice makes perfect! Get a friend to do mock interviews with you. Focus on common questions for administrative roles and make sure you can confidently talk about your experience with systems like Yardi and handling purchase orders.
✨Tip Number 4
Don't forget to apply through our website! It's the best way to ensure your application gets seen by the right people. Plus, it shows you're genuinely interested in being part of our team at Canary Wharf Management Limited.
We think you need these skills to ace Office Administrator
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Office Administrator role. Highlight your experience with Yardi accounting systems and any relevant administrative skills that match the job description.
Showcase Your Skills: Don’t forget to emphasise your computer literacy and any previous experience in property-related roles. We want to see how you can bring your unique skills to our team!
Be Clear and Concise: When writing your application, keep it straightforward and to the point. Use bullet points where possible to make it easy for us to read through your qualifications and experiences.
Apply Through Our Website: We encourage you to submit your application directly through our website. It’s the best way for us to receive your details and ensures you’re considered for the role!
How to prepare for a job interview at CWG
✨Know Your Stuff
Make sure you have a solid understanding of the Yardi accounting system, as it's crucial for the Office Administrator role. Brush up on how to raise purchase orders and track invoices, so you can confidently discuss your experience with these tasks during the interview.
✨Showcase Your Organisation Skills
This role requires excellent organisational skills, so be prepared to share examples of how you've managed multiple tasks or projects in the past. Think about specific situations where you successfully tracked orders or coordinated with teams, and be ready to explain your approach.
✨Emphasise Team Collaboration
Collaboration is key in this position, so highlight your ability to work well with others. Share instances where you've collaborated with different departments or external suppliers to achieve a common goal, and demonstrate how you foster positive working relationships.
✨Align with Company Values
Familiarise yourself with the company's values, such as commitment to excellence and embracing innovation. During the interview, relate your personal values and experiences to these principles, showing that you're not just a fit for the role but also for the company culture.