Administration Manager

Canary Wharf Group; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading urban development company in Greater London is looking for an experienced administrator to oversee daily operations, manage financial processes, and lead a small team. The ideal candidate will have a proven background in business administration, strong organizational skills, and experience in property or professional services. This role offers opportunities for personal development and a collaborative work environment with a focus on inclusivity and sustainability.

Benefits

Flexible working

Professional development opportunities

Sustainability-focused company culture

Qualifications

• Proven experience in a business administration or operations management role.
• Demonstrable experience of leading and managing a team.
• Experience managing financial processes and HR administration.

Responsibilities

• Oversee daily administrative functions for efficient operations.
• Maintain central records for contracts, licences, and policies.
• Support meeting administration and coordinate office logistics.

Skills

Leadership

Financial management

Data analysis

Organizational skills

Communication skills

Education

Experience in business administration or operations management

Tools

Excel

Yardi

Smartsheets

Job description

* Oversee daily administrative functions across the business to ensure efficient operations.* Maintain central records for contracts, licences, supplier documents, and company policies.* Monitor and update building and HMO licences, ensuring renewals are actioned promptly.* Support meeting administration — agendas, minutes, and action tracking.* Coordinate office logistics and support IT and system access requirements for the team.* Line manage the Coordinator - Administration & Operations and Vertus Graduate, providing direction, workload planning, and professional development support.* Oversee onboarding of new starters — ensuring systems access, equipment, and induction plans are in place.* Regularly review internal systems, ensuring user access levels and approval hierarchies are up to date.* Support updates to organisation charts, cost centre allocations, and system permissions as staffing changes occur.* Manage intern and work experience programmes, including recruitment coordination, placement logistics, and feedback collection.* Proven experience in a business administration or operations management role, ideally within property, real estate, or a professional services environment.* Demonstrable experience of leading and managing a team, with direct responsibility for line reports.* Experience managing financial processes such as cross-charges, invoice coding, or cost centre allocations.* Experience coordinating HR administration — onboarding, systems access, and staff lifecycle changes.* Track record of improving or maintaining business systems and workflows (finance, HR, or compliance platforms).* Experience monitoring and reporting on spend or budgets, including pre-paid or expense card management, with responsibility for budget management and forecasting.* Exposure to utilities or property administration (e.g. council tax, licences, service contracts).* Experience in the Build-to-Rent, residential property, or facilities management sectors.* Experience supporting operational reviews (e.g. PO or portfolio reviews) and preparing management reports.* Supervisory experience — managing interns, work placements, or junior administrative staff.* Previous involvement in system audits, approval hierarchies, or data governance reviews.* Strong administrative and organisational skills with the ability to manage multiple streams of work simultaneously.* Excellent numerical and analytical skills with attention to financial accuracy and cost allocation.* Confident using Excel and other data tools for reporting, reconciliation, and tracking.* Working knowledge of business systems such as Yardi, Smartsheets etc.* Understanding of basic HR processes (onboarding, user access, cost centre updates).* Awareness of property-related administration such as HMO licences, building licences, and utility account management.* Strong written and verbal communication skills, with the ability to draft clear correspondence and maintain accurate documentation.* Process improvement mindset — able to spot inefficiencies and suggest practical solutions* Highly organised, methodical, and reliable — able to keep on top of multiple administrative priorities.* Commercially minded with a sense of accountability for cost control and value for money.* Proactive and self-motivated — takes ownership of tasks and sees them through to completion.* Strong interpersonal skills; confident working across different teams and levels of seniority.* Discreet and professional when handling sensitive information (financial or HR-related).* Flexible and adaptable, comfortable working in a fast-paced, evolving business environment.* Collaborative and approachable — a natural team player who supports others and maintains positive working relationships.**HEALTH SAFETY AND WELFARE RESPONSIBILITIES****ENVIRONMENTAL, SOCIAL & GOVERNANCE (ESG) RESPONSIBILITIES****QUALITY MANAGEMENT RESPONSIBILITIES*** Find opportunities to collaborate with others across the business to achieve shared goals* Encourage inclusive networks and treat others with respect and fairness* Use knowledge to work effectively with suppliers / contractors to meet shared goals* Confident in making decisions appropriate to the role* Learn from mistakes and listen to constructive feedback to improve performance* Prioritise safety and actively support community, wellbeing and sustainability programmesWe recognise the importance of embracing diverse experience, skills and perspectives at all levels and operating in an inclusive working environment, in order for everyone to reach their full potential. We also recognise that it makes business sense, since being an inclusive employer leads to better business performance and higher levels of employee engagement and satisfaction. We welcome applicants with diverse backgrounds, perspectives and skills and are committed to fostering a culture whereby everyone can reach their full potential. **Flexible Working**At Canary Wharf Group, our employees receive a wide range of support to help improve their skills and achieve their career goals. We offer development opportunities through classroom and e-learning training, mentoring, cross department experience and on the job learning. We heavily invest in our staff attaining accreditations to develop existing and new skills, support chartered status, sponsorships and provide further educational opportunities which are job and business related. We never stand still and continually invest in developing skills and knowledge to ensure individual and company growth. **Other Benefits**Canary Wharf Group (CWG) is the developer of the largest urban regeneration project in Europe. CWG develops, manages and currently owns interests in approximately 9 million square feet of mixed-use space and over 1,100 Build to Rent apartments. CWG is the largest sustainable developer in the UK and also excels operationally as it purchases 100% electricity from renewable sources since 2012 and zero waste to landfill since 2009. CWG has created a 24/7 city where people can live, work and thrive on the Canary Wharf estate and enjoy all the benefits: great transport links, access to green spaces and waterside living; and a wide range of amenities including an award-winning arts and events programme. Canary Wharf’s retail offering comprises over 300 shops, including grocery stores, pharmacies, health clubs, bars and restaurants, all within 15 minutes’ walk. The Company’s current £2bn construction activity and pipeline includes more than 500k sq ft NIA of commercial properties and over 2,300 new homes for sale and rent.