Administration Assistant in London

Department: Estate

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Company: Canary Wharf Management Limited

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Reporting to: Associate Director - Administration

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:

Excellenc e: Commit to achieving the best with integrity

Collaboration: Make use 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

Job Summary:

In liaison with Administration Managers; to assist and coordinate administrative duties

Main Responsibilities:

Salary: £28,000 per annum

Closing date: 10th July 2024

Service Charges Budgets

To assist where necessary in the preparation of service charge budget templates.

To assist in generating Yardi reports and comparative schedules of budgets versus actuals.

To assist with gathering information for general service charge enquiries, updating the queries tracker and ensuring all queries are stored appropriately.

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 checking budgets where necessary.

Budget GL’s

To attend all budget GL meetings, ensure meeting information is prepared in advance of meetings, ensure meeting rooms are set up before meetings, take minutes and obtain sign off from Admin Managers, then upload onto Sharepoint.

Assist in raising Wharf Wide Purchase Orders and liaising with various departments for the preparation of correct cost allocations.

Addressing Of New Areas

Assist in gathering application details and raising wire requisitions.

Asset Management Reports

Chase relevant departments for up-to-date asset management reports.

Rates

Coordinate site inspections from LBTH Revenues / CBRE

Assist in coding rates bills

 Assist with lease investigations and occupation details

Energy

Arrange and take notes at the energy management meetings Assist in any energy management matters and queries, maintaining the share Energy Management Database and EPC Registers.

Assist in the management of the Power Purchasing Agreement Assist in collating energy consumption information as well as other relevant information and coordination of ISO 50001 audits.

Tenant Manual and Tenant Fit Out Guides

Assist in liaising with various departments for updates on the Tenant Manual and Tenant Fit Out Guides Assist in liaising with various departments for updates on updating Building Recover Plans Assist in monthly Fit Out schedule and issuing to Exec Management

Licences to Alter and Asset Management

Assist in collating information and preparing schedules for Licences to Alter to be passed on to Legal Department.

Assist on transferring Wharf Wide LTA's to Asite - working in conjunction with Construction and Building Management departments on transferring the data Arrange and take minutes at various management meetings as an where required.

Staff Allocation Schedule

 Assist in liaising with various departments on new starters cost allocations and update staff codes to Payroll.

Assist in maintaining Staff allocations schedule, update with new starters and leavers.

Tenant Contacts

Maintain an updated schedule and distribute every quarter to Directors and AD.

Company Shared Data Site

Review and update Shared data site Building Management and Building info sheets on the shared company datasite.

Coordinate CWML Stationery L31

Maintain stationery levels and liaise with Facilities team and Office Managers where necessary.

What We Require of You:

Previous experience of working in a high volume, fast paced administrative role is desirable.

Possession of a relevant experience in all Microsoft apps, Word, Excel and Powerpoint and some basic exposure to Bookkeeping / Accounting.

The incumbent should be highly numerate, with 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.

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.

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.