Department: Estate
Company: Canary Wharf Management Limited
Reporting to: Administration Manager
JOB SUMMARYIn liaison with Administration Manager; to assist in the management of any energy billing and operations administrative matters.
To assist in managing energy management processes across the CWM estate, ensuring regulatory compliance, operational efficiency, and optimal cost allocation.
Salary: £35,000 - £40,000
Closing Date: 9th April 2025
MAIN RESPONSIBILITIES1.
Utility Billing and Budget Oversight- Prepare monthly supplementary charge calculations in line with the latest utility charges and issue monthly tenant utility invoicing.
- Validate utility meter readings and rates.
- Assist in preparing utility budgets and monthly monitoring of the actuals and forecasts.
- Ensure accurate tenant recharge calculations.
- Ensure accurate budget / void MPAN allocations and monthly reviews to ensure accurate cost allocation to respective budgets and void areas.
- Coding monthly utility invoices in line with monthly changes.
- Liaise with AP teams to validate utility invoices.
- Assist Management teams in querying bills with utility suppliers for vacant retail spaces.
- Communicate meter readings to utility companies.
- Support Building Management teams with energy data analysis and reporting.
- Provide insights for long-term energy strategy planning.
- Collaborate on initiatives to improve energy efficiency and cost management.
2.
Energy and Compliance - Co-ordinate and prepare documentation for the maintenance and certification of the CWG Energy Management System against ISO 50001 Standard carried out by external auditors. Assist with ESOS compliance.
- Co-ordinate and prepare documentation for the Annual Reports and financial costings and annual purchase of allowances.
- Co-ordinate the EU emissions trading system (EU ETS) annual audit and submission of allowances.
- Heat Network (Metering and Billing) Regulations 2014 - liaise with Director, Building Management on new building applications and to provide certain detailed information in relation to the heating networks that CWG operate to the National Measurement Office (NMO).
- Organise statutory air-conditioning system TM44 inspections to meet the requirements of the Energy Performance of Buildings Regulations (Certificates and Inspections (England and Wales) Regulations and the Directive.
- In liaison with the energy consultant and Building Management teams co-ordinate and prepare documentation for undertaking of new or renewal of existing Energy Performance Certificates (EPC) surveys for CWG properties when constructed, sold, let or when energy performance of the property has been improved.
- Manage EPC register and liaise with wider business on cost planning and timely updates.
- Liaise with Energy Services Consultant to set up energy reporting in line with the departmental and efficient energy management requirements.
3.
Administration- To liaise with CWM/CW Directors and Personnel as well as CWM Heads of Departments on issues relating to general estate, car parks, tenancy and managed property matters.
- To ensure good tenant and general public communications on all issues relating to the day-to-day operation of Canary Wharf and its facilities.
- To raise ad hoc purchase orders on Yardi system and liaise with the relevant Building Managers and Accounts Department to ensure accurate allocation of costs across the correct nominal property codes.
- To assist in preparation of Directors and Shareholders operational reports and to carry out other reasonable duties as requested from time to time by the Directors or CWG Executive Management.
- To arrange and organise meeting rooms and take minutes at various meetings as and when required.
- To be proactive in the development, updating and implementation of all CWM operational, administrative and financial procedures, as and when required and ensuring that these are communicated to all relevant departments.
- To comply with all CWM operational, administrative and financial procedures.
- Coordinate the transition and maintenance of Building Management and Administration Department SharePoint site.
PERSON SPECIFICATION- The incumbent should be highly numerate and must possess at least "A" Level Maths or equivalent. Previous experience of working within a Property environment is desirable.
- Possession of a relevant qualification in Bookkeeping/Accounts e.g. ACCA would be highly desirable.
- A minimum of 1 year's Accounting experience is essential.
- The incumbent should have thorough experience of working with spread sheets.
- Computer literacy is essential. A thorough knowledge of Excel, Microsoft Word and Outlook is essential. A typing speed of 55 words a minute and audio typing is essential.
- The incumbent must be able to use their initiative and be able to communicate at all levels.
- The incumbent must have a flexible approach to work. They must be organised and able to prioritise effectively.
- The incumbent must be a team player who is hardworking and able to work under pressure
- The incumbent must have a meticulous approach to their work so that accuracy and quality of work is kept at a high standard.
- The post-holder must have an appreciation of the importance of customer service and how this is applied in the context of Canary Wharf.
HEALTH SAFETY AND WELFARE RESPONSIBILITIESAll 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) RESPONSIBILITIESRecognising 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 RESPONSIBILITIESIn 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 VALUESCommit 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 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
Encourage Engagement- 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 programmes
Take Ownership- Take pride in delivering high quality service which exceeds expectations
- Committed to opportunities for self-development
- Take responsibility for my own performance and look for ways to improve
Embrace Innovation- Embrace change and innovation
- Proactively suggest ways to improve our business and encourage others to share ideas
- See new challenges as opportunities to deliver effective change
WHAT WE OFFER Diversity and InclusionWe 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 WorkingAs an inclusive employer, we recognise the positive impact flexible working can have on an individual, their wellbeing, engagement and productivity. Therefore, we are open to consider flexible working arrangements, both temporary or permanent.
Learning and DevelopmentAt 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 BenefitsWe are committed to building a safe, happy and healthy community for our employees and we offer a comprehensive range of benefits, all designed with our employees and their wellbeing in mind. From generous pension and insurance plans, to health benefits, subsidised gym membership, store discounts and family leave, our benefits package allows our employees to choose the benefits that suit them and their individual needs.
If you are interested in joining our highly professional and skilled team for our next exciting phase of development, please complete the form on this page to apply online.
Early applications are encouraged as we reserve the right to appoint at any point.