Administration Assistant

Date Posted: 23/11/2021
Department: Estate Management
Company: Canary Wharf Management Ltd
Reporting to: Administration Managers

Job Summary:

To assist and coordinate administrative duties with the Administration Managers for Canary Wharf Management Ltd.

About Canary Wharf Group

Canary Wharf Group (CWG) is the developer of the largest urban regeneration project in Europe. CWG develops, manages and currently owns interests in approximately 7.7 million square feet of office space, 0.9 million square feet of retail and over 1,000 build-to-rent apartments.

CWG is the largest sustainable developer in the UK with over 10 million square feet of sustainable certified buildings. CWG 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/play 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 £2.4bn construction activity is composed of 500k square feet of commercial properties and over 1,750 new homes for sale and rent.

Our Culture and Values

Working at Canary Wharf Group means working for a forward thinking, collaborative team. We hire staff who strive to make a difference and achieve the highest standards. Everyone is empowered to make a difference and our ethos encourages everyone to think like an owner. Our business puts our customers and people at the heart of everything, we work to meet their needs and exceed expectations.

Our mission is to empower our people, engage our communities and create sustainable places.

Our values help us achieve exceptional results:

Excellence: Commit to achieving the best with integrity

Collaboration: Make us of our vast experience and knowledge to work effectively together

Engagement: Develop our people, our communities, our stakeholders and our suitable environment and be exceptional while respecting others

Ownership: Take responsibility and pride in what we deliver. Everyone has the opportunity to make a difference.

Innovation: Embrace change and encourage innovation

Main Responsibilities

  • Service Charges / Budgets / Tenant Services
    • In liaison with the Executive Management and Managers; to assist in setting the parameters and co-ordinate the preparation of service charge budgets for the various buildings, car parks, Estate and retail areas.
    • To ensure that all such expenditure is controlled and monitored as necessary and be responsible for checking all monthly accounts. To assist in co-ordinating the issue of the Service charge budgets reconciliations and to monitor preparations of comparative schedules of budgets versus actuals.
    • To assist with general service charge enquiries and to ensure that tenants are provided with appropriate explanations of service charge expenditure.
    • To assist in preparing monthly and quarterly building management reports as and when required.
    • To assist in the collating of information and preparation of the appropriate explanations of the Estate, Buildings and Car Park service charge explanatory notes for the service charge budget and reconciliation letters.
    • To assist in preparing and maintaining new development budgets, ensuring that they are accurate and up to date.
  • Rents & Rates
    • To assist in liaising with CBRE Consultants on the negotiations of rates payable to authorities on CWM and CWL premises and car parks and maintain records of all rates paid. Assist in checking and preparing rate demands from LBTH for various authorisations. Raise queries where applicable with CBRE.
    • To liaise with CBRE consultants on amounts payable for CWML premises for budget purposes. Liaise and supply updates of relevant areas changes for LBTH / Valuation Office purposes.
    • Maintain red line drawings of all CWML areas for Rents and Rates purposes.
    • Assist in supplying the Rents and Rates details to Legal and Accounts.
    • Addressing Of New Areas
    • Assist in coordination and processing applications for the naming and addressing of new areas, streets and buildings.
    • Assist with all queries and issues in relation to addressing applications.
    • Maintain records of all Final Orders of addresses received from LBTH and maintain the address schedule.
  • Legal
    • Assist in co-ordinating and preparing documentation for various Tender processes and liaise with CWG Legal Department for compiling of the relevant contracts / agreements for sign off by Executive Management.
    • To assist in liaising with the structural engineering consultants for structural works alterations, for the preparation and review of the Licence to Alter documentation for various tenant fit out works for sign off by Director – Building Management.
  • Energy
    • 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 in co-ordinating the UK emissions trading system (UK 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.
    • Liaise with Energy Services Consultant to set up energy reporting in line with the departmental and efficient energy management requirements, arrange monthly team meetings.
  • Administration
    • To liaise with various departments for population and updating of the various buildings’ “Tenant Manual” and “Tenant Fit-Out Guide” documents for sign off by Director – Building Management and to ensure that these are communicated to all relevant departments.
    • To liaise with the Payroll Department on payroll cost coding and allocations and maintain updated schedules.
    • To ensure good tenant and general public communications on all issues relating to the day-to-day operation of Canary Wharf and administrative issues.
    • To assist in the preparation of the Tenant Services charge out rates.
    • To raise ad hoc and annual Wharf Wide purchase orders on Yardi and liaise with the relevant Building Managers and Accounts Department to ensure accurate allocation of costs across the correct nominal property codes.
    • To maintain the CWM Senior Management holiday schedule.
    • To maintain the CWML car park schedule and tenant contacts schedule.
    • Maintain and distribute monthly spread sheet of wharf wide tenant fit out works.
    • 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 Co-Managing Directors or CWG Executive Management.
    • To arrange and organise meeting rooms and take minutes at various meetings as and when required.
    • Coordinate and arrange access for Building Insurance and Surveyor Inspections. Liaise with Building management teams re: Property & Sprinkler Reports and Risk Improvements Reports on actions undertaken.
    • 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 and maintain the Building Management and Administration Department SharePoint site., assist in keeping the Group SharePoint Database Building Management site up to date.

 

What We Require of You

  • A recent graduate, in either Business Management or a Finance related degree would be highly desirable.
  • 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/CIMA would be 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. 
  • 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.

To achieve our company vision, mission and values, there are core responsibilities within each job role that helps us provide a consistent, safe and effective approach, whilst improving the service that we deliver.

All staff shall:

  • Adhere to our Health, Safety, Quality and Sustainability requirements as detailed in our policies within our Integrated Management System. The latest documents including relevant procedures and forms can be found on SharePoint, with Trade Contractor and Consultant related documents on Asite.
  • Act responsibly, and take care of yourselves and others. Follow all necessary precautions, guidance and instructions when conducting, supervising or managing a task. Further details regarding Health & Safety are set out in the Health & Safety Policy, within our Employee Handbook and are available within our health and safety management system located on SharePoint.
  • Protect the environment and reduce our environmental impacts through reducing energy use and minimising waste produced onsite. Staff should adhere to the procedures in our environmental management system. Relevant documents are located on SharePoint.

What We Offer

Diversity and Inclusion: We 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: As 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 Development: 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: We 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 or send your cv and covering letter to: Personnel Department, Canary Wharf Group plc, One Canada Square, Canary Wharf, London, E14 5AB.

Closing date for applications is Friday 10 December 2021.

Early applications are encouraged as we reserve the right to appoint at any point.

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