Lift & Escalator Administrator

Benefits

Additional Information

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 opportunit