Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

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

Date Posted:

Country: United Kingdom

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. This includes recording staff time and records, administering meeting actions and general office duties as required & identified.

• 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 coordination & 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  requests are completed and department systems access is set up).
• 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).

• 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.

• 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.

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