Retail Projects Compliance and Utilities Assistant page is loaded
Retail Projects Compliance and Utilities Assistant
Apply locations: Canary Wharf, London, E14
Time type: Full time
Posted on: Posted 3 Days Ago
Time left to apply: End Date: February 26, 2025 (28 days left to apply)
Job requisition id: R1971
Department: Retail
Company: Canary Wharf Management Limited
Reporting to: Project Executive - Retail
JOB SUMMARY
To manage the transfer of energy (electricity and gas) supply contracts and oversee the energy billing process. To manage all team policies and procedures, and project documentation to ensure compliance with applicable standards and regulations. The individual will report into the Retail Project Executive.
Salary: circa £29,000
Closing Date: 25th February 2025
MAIN RESPONSIBILITIES
* Manage the transfer of energy (electricity and gas) supply contracts between the departing tenants, Canary Wharf Management Limited and the incoming tenants in accordance with the established procedure.
* Upon notification of tenant departure, action the Change of Tenancy (COT) of departing tenant’s electrical/gas supplies into CWML’s name.
* Ensure each energy supplier is set up as a vendor so that any billing invoices received can be processed and paid without delay.
* Ensure all outstanding bills and invoices are settled promptly to enable transfer away from the existing supplier to the CWML supplier.
* Liaise with the incoming tenants to action the Change of Tenancy (COT) of the electrical/gas supplies from CWML into the incoming tenant’s name.
* Oversee the energy (electricity and gas) billing for the period the retail units are void and responsibility of Canary Wharf Management Limited and ensure all bills are paid in a timely manner.
* Manage and regularly monitor online accounts with various utility suppliers.
* Check accuracy of all incoming bills and invoices and resolve any address/legal entity changes.
* Send all accurate invoices to Accounts Payable for processing.
* Communicate internally with other departments to resolve billing queries/issues and provide regular reports.
* Take regular meter readings in void units and submit to the relevant suppliers.
* Keep the Retail Tenant Electricity Tracker up to date at all times.
* Keep the Retail Tenant Utility Risk Register up to date at all times and regularly circulate to relevant stakeholders by email.
* Act as the main point of contact for all utility billing related queries.
* Liaise with external energy consultants, energy suppliers and contractors regarding installation and renewal of meters.
* Action new MPAN and MPRN numbers for new built/newly created retail units.
* Set up accounts with electricity/gas suppliers for new retail units.
* Assist with Supply Energisation of new retail units including arranging for UKPN/LEEP to attend to energise the supply.
* Assist with the management of all team policies and procedures, and project documentation to ensure compliance with applicable standards and regulations.
* Work closely with the Senior Retail Project Managers and Retail Project Managers to ensure the correct filing structure is used for all projects.
* Ensure all project documentation is filed in the agreed location and under the correct filing structure.
* Follow up on missing or incomplete documentation.
* Develop and maintain a Golden Thread Filing System for Building Regulations and Building Safety Act (BSA) regulatory compliance.
* Assist the Project Executive and Senior Retail Project Managers in writing and implementing project management processes, standards and procedures.
* Assist the Senior Retail Project Managers in preparation of tender documentation, responding to tender queries and requests for information (RFIs) and evaluation of tender returns.
* Assist the Senior Retail Project Managers in contract administration including issuing Site Progress Certificates and Applications for Payment to contractors.
* Carry out any other reasonable duties as requested and assigned by the Senior Retail Project Managers and Retail Project Executive.
PERSON SPECIFICATION
Essential:
* Proficient in the use of Microsoft Word, Excel, and Outlook.
* Ability to communicate clearly and effectively at all levels, both verbally and in writing.
* Capable of handling difficult or problem situations with professionalism and confidence.
* Attention to detail, ensuring high-quality outputs of information and documents.
* Ability to take initiative and work independently.
* Strong ability to organise tasks and manage time effectively.
* Ability to prioritise and manage workloads to meet deadlines in a fast-paced environment.
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.
ENVIRONMENTAL, SOCIAL & GOVERNANCE (ESG) RESPONSIBILITIES
All staff members must understand and adopt the ESG strategy into their respective roles, including adhering to environmental regulations and facilitating positive change within our community.
QUALITY MANAGEMENT RESPONSIBILITIES
All staff are mandated to comply with system requirements as detailed within the Company Quality Manual & Policies.
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.
* Encourage inclusive networks and treat others with respect and fairness.
Encourage Engagement
* Confident in making decisions appropriate to the role.
* Learn from mistakes and listen to constructive feedback.
Take Ownership
* Take pride in delivering high quality service which exceeds expectations.
* Committed to opportunities for self-development.
Embrace Innovation
* Embrace change and innovation.
* Proactively suggest ways to improve our business.
WHAT WE OFFER
Diversity and Inclusion
We welcome applicants with diverse backgrounds and are committed to fostering a culture whereby everyone can reach their full potential.
Flexible Working
We are open to consider flexible working arrangements.
Learning and Development
We offer development opportunities through various training methods.
Other Benefits
We offer a comprehensive range of benefits designed with our employees and their wellbeing in mind.
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.
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