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.

• Provide full administrative support to the Pan TfL team including 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 coordinate meetings as requested, including drafting, producing and distributing agendas and supporting papers; take minutes and ensure follow‑up actions for subsequent meetings.
• Keep a record of annual leave, sickness and study leave for Pan TfL.
• Maintain trackers for staff holidays, drug and alcohol testing, ethics and training.
• Record, update, maintain and develop 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 managing smaller projects as directed.
• Set up new starters appropriately (by ensuring their  requests are completed and department system access is set up).
• Manage procurement and maintenance of appropriate office equipment and consumables, raise purchase orders (including maintenance contracts, ad hoc orders, office equipment/stationery etc.) and invoices, acting 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.
• Book travel arrangements for Pan TfL.
• Serve as the Fire Warden for the team.
• Maintain Health and Safety trackers including FPA logs for staff and subcontractors.
• Support Project Managers and the field with timesheet processing.
• Take transitional responsibility for NE Operations Safety Metrics collation, liaising with Operation Directors and their teams.
• Keep a record of holidays, sickness and all leave via a tracker for the field and management.
• Order PPE as required and record it upon SharePoint.
• Maintain and revise SharePoint.
• Ensure adherence to all Company Policies and Procedures.
• Be fully conversant and compliant with all Environmental Health and Safety procedures.
• Complete the quarterly ethics module as advised by the Ethics & Compliance Officer (ECO).
• Fully comply with all Quality, Environmental Health and Safety directives including PPE, Accident Reporting, Cardinal Rules, Risk Assessment Method Statement (RAMS) and Achieving Competitive Excellence (ACE).

• Strong administrative background.
• Proficiency in MS Word and Excel.
• Knowledge of SharePoint or similar web‑based applications.
• Excellent communication skills.
• Good time management.
• Strong planning and organizing skills.

• Strong remuneration package.
• Commitment to career progression with access to funded study schemes such as the Employee Scholarship Program and Educational Assistance Scheme.
• A culture that encourages innovative ideas and appreciates that talent is key to our success.

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

Otis is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other protected class according to applicable law. To request an accommodation in completing an employment application due to a special need or a disability, please contact us at