Administrator

Date Posted:

2026-02-17

Country:

United Kingdom

Location:

Otis Vantage London, 10th Floor, Great West Road, Brentford, TW8 9AG, UK.

Would you like to join a truly international, talent driven company that values Safety, Ethics, Quality, Innovation and Employee Opportunity?

From our foundation of excellent products (escalators, elevators and moving walkways) to our next chapter of digital transformation, this is a great time to join us as an Administrator. The Team Administrator will be responsible for general administrative tasks to facilitate the efficient and effective running of the department. The latter includes the recording of staff time and records, administration of meeting actions and general office duties as required & identified.

Responsibilities:

• Provide full administrative support to the Pan TfL team including dealing with daily correspondence, copy/audio typing, drafting letters/memos, spreadsheet production, diary management, meeting co-ordination & minute-taking and acting as a communication link with external contractors and companies.
• Arrange and co-ordinate meetings as requested, including drafting, producing and distributing agendas and supporting papers. Take minutes and ensure follow-up actions for subsequent meetings.
• Be responsible for keeping a record of annual leave, sickness and study leave for Pan TfL.
• Maintaining trackers for staff holidays, drugs and alcohol testing, ethics and training.
• Record, update, maintain, develop where required the Skill Matrix for all staff capturing and executing training per skill set.
• Book all training in advance of training lapsing for all staff
• Initiate and develop ideas related to secretarial and administrative work and support the team in the development and implementation of administrative systems and processes such as Asite and Sharepoint.
• Provide support to the Senior Management team with the production of special projects and reports, including investigating and researching background information and by managing smaller projects as directed.
• Setup new starters as appropriate (by ensuring their ID card requests are completed and department systems access is setup.
• Manage procurement and maintenance of appropriate office equipment and consumables, raise purchase orders (inc. maintenance contracts, ad hoc orders, office equipment/stationery etc.) and invoices and to act as the link between the department and business support.
• Report and coordinate any maintenance and repair works that need to be carried out in the department.
• Booking Travel Arrangements for Pan TfL.
• Be the Fire Warden for the team
• Maintenance of Health and Safety trackers including FPA logs for staff and subcontractors.
• To support Project Managers and the field processing timesheets
• Transitional responsibility for NE Operations Safety Metrics collation, liaison with Operation Directors and their teams
• Keep a record of holidays, sickness & all leave via a tracker for the field and management
• Order PPE are required and record upon SharePoint
• Maintain & revise SharePoint
• Ensure adherence to all Company Policies and Procedures.
• Be fully conversant and compliant with all Environmental Health and Safety procedures.
• Complete quarterly ethics module as advised by Ethics & Compliance Officer (ECO)
• Fully comply with all Quality, Environmental Health and Safety directives including but not limited to PPE, Accident Reporting, Cardinal Rules, Risk Assessment Method Statement (RAMS), and Achieving Competitive Excellence (ACE).

What you will need to be successful

• Strong administrative background.
• Use of MS Word and Excel.
• Knowledge of SharePoint or similar web based applications.
• Possess excellent communication skills  
• Have good time management 
• Have good planning and organising skill 

What’s In it For Me / Benefits

• Strong Remuneration Package 

• A real commitment to career progression with access to funded study schemes such as our industry leading Employee Scholarship Program and Educational Assistance Scheme 

• A culture which encourages innovative ideas and appreciates our talent is the key to our success 

Apply today to join us and build what’s next!.

If you live in a city, chances are we will give you a lift or play a role in keeping you moving every day. 

Otis is the world’s leading elevator and escalator manufacturing, installation, and service company. We move 2.4 billion people every day and maintain approximately 2.4 million customer units worldwide, the industry's largest Service portfolio.  

You may recognize our products in some of the world’s most famous landmarks including the Eiffel Tower, Empire State Building, Burj Khalifa and the Petronas Twin Towers! We are 72,000 people strong, including engineers, digital technology experts, sales, and functional specialists, as well as factory and field technicians, all committed to meeting the diverse needs of our customers and passengers in more than 200 countries and territories worldwide. We are proud to be a diverse, global team with a proven legacy of innovation that continues to be the bedrock of a fast-moving, high-performance company.  

When you join Otis, you become part of an innovative global industry leader with a resilient business model. You’ll belong to a diverse, trusted, and caring community where your contributions, and the skills and capabilities you’ll gain working alongside the best and brightest, keep us connected and on the cutting edge.  

We provide opportunities, training, and resources, that build leadership and capabilities in Sales, Field, Engineering and Major Projects and our Employee Scholar Program is a notable point of pride, through which Otis sponsors colleagues to pursue degrees or certification programs.   

Today, our focus more than ever is on people. As a global, people-powered company, we put people – passengers, customers, and colleagues – at the center of everything we do.  We are guided by our values that we call our Three Absolutes – prioritizing Safety, Ethics, Quality in all that we do. If you would like to learn more about environmental, social and governance (ESG) at Otis click here.  

Become a part of the Otis team and help us #Buildwhatsnext! 

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