Utilities and Administrative assistant Full Time

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Company: Canary Wharf Management Limited

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Reporting to: Senior Project Manager – Retail Projects

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Job Summary

The Retail Projects Utilities and Administrative Assistant is responsible for managing energy supply transfers, utility billing, and project documentation within the Retail Projects team. This role ensures compliance with regulatory standards, supports contract administration, and maintains accurate filing systems.

The Assistant plays a key role in facilitating smooth operations across void unit management, procurement processes, and stakeholder engagement, contributing to the overall efficiency and compliance of retail project delivery.

Salary: £31,000 – £33,000

Closing Date: 2nd May 2026

Working arrangements: 4 days in the office, 1 day working from home

Main Responsibilities

Operational Support

• Manage the transfer of electricity and gas supply contracts between tenants and CWML.
• Oversee utility billing for void retail units, ensuring timely and accurate payments.
• Monitor online accounts with utility suppliers and resolve billing discrepancies.
• Maintain and update the Retail Tenant Electricity Tracker and Utility Risk Register.

Administrative & Documentation Management

• Maintain structured filing systems for project documentation, ensuring compliance with Building Regulations and the Building Safety Act.
• Develop and manage the Golden Thread Filing System for regulatory documentation.
• Assist in writing and implementing project management processes and standards.

Contract & Tender Administration

• Support the preparation of tender documentation and respond to RFIs.
• Assist in evaluating tender returns and ensure compliance with procurement policies.
• Issue Site Progress Certificates, Payment Notices, and Pay Less Notices to contractors.

Void Unit Management

• Maintain the Void Unit Tracker and ensure compliance with current guidelines.
• Organise required works for void units, liaising with contractors and building management.
• Ensure all void unit documentation is filed accurately and in line with the Golden Thread requirements.

Stakeholder Engagement

• Liaise with external energy consultants, suppliers, and contractors regarding meter installations and energisation.
• Act as the main point of contact for utility billing queries.
• Collaborate with internal departments including Accounts Payable and Procurement.

Compliance & Risk Management

• Ensure adherence to CWG policies on health and safety, environmental management, and quality standards.
• Support ESG initiatives through effective energy management and waste minimisation.

PERSON SPECIFICATION

• Previous experience in an office environment.
• Strong administrative skills, particularly in utility billing or accounts.
• High level of IT proficiency, especially in Microsoft Excel and Word.
• Excellent organisational and time management skills.
• Strong attention to detail and ability to work independently.
• Effective communication and customer service orientation.

Health Safety And Welfare Responsibilities

All 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) Responsibilities

Recognising 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 Responsibilities

In 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 Values

Commit 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 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.

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