Department: Retail ______________ Company: Canary Wharf Management Limited ______________ Reporting to: Senior Project Manager - Retail Projects ______________ 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) t