Canary Wharf Group
Estate Operations and Finance Manager
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Department: Estate
Company: Canary Wharf Management Limited Reporting to: Associate Director - Estates Finance & Operations
JOB SUMMARY
In liaison with the Associate Director, Estate Operations and Finance; to assist in the formulation of strategies relating to CWM service charges, operations and finances, in general and to commercial issues in particular.
To assist with operational issues of the asset management, service charge budgets, tenant / public car park facilities as well as the support services for Estate and managed properties.
To co-ordinate utilities procurement, budgets, rates issues, standardisation and implementation of budgeting criteria and procedures.
To assist the Associate Director(s), Estate Operations and Finance in the co-ordination and overall quality standards throughout the Estate including buildings managed by CWM.
Working Hours: 9am - 5:30pm, Monday - Friday
Salary Range (Subject to experience): £60k - 65k
4 days in office, 1 day working from home
MAIN RESPONSIBILITIES
Service Charges / Budgets / Tenant Services
- Coordinate the preparation and delivery of service charge budgets and reconciliations across CWM managed assets.
- Work with Senior Management and operational teams to establish budget assumptions and requirements.
- Monitor expenditure against budgets and forecasts, identifying variances and providing clear financial analysis and commentary.
- Manage service charge cost allocations, including salaries, operational costs and shared services across multiple budgets.
- Prepare and maintain financial forecasts, ensuring accurate supporting information and clear audit trails.
- Prepare and maintain budgets for new developments and operational areas.
- Oversee and analyse MEES budgets, working with operational teams to monitor expenditure, forecasts and financial performance.
- Coordinate service charge explanatory notes and supporting information and assist with tenant and stakeholder enquiries.
Financial Management, Reporting and Controls
- Support Senior Management with strategic financial management, analysis and reporting across CWM managed asset operations.
- Review monthly accounts and general ledger information, investigating variances and working with operational teams to resolve issues.
- Prepare regular financial and management reports for Senior Management and other stakeholders.
- Manage purchase orders, invoices, cross charges and cost allocations, ensuring accurate processing and compliance with company procedures.
- Monitor outstanding financial items and ensure timely resolution and closure.
- Support the accurate recovery of costs through invoice requests and tenant billing.
- Ensure financial processes and records comply with company policies, internal controls and audit requirements.
- Maintain accurate financial records, supporting documentation and audit trails.
- Support internal and external audit processes and respond to financial information requests.
- Identify and implement improvements to financial controls, reporting and processes.
Operational Finance and Performance Reporting
- Support the development and management of financial and performance reporting for key operational services.
- Support the setup, development and ongoing management of waste reporting, working with operational teams to ensure accurate financial and performance information.
- Support the setup, development and ongoing management of Tenant Services reporting, providing clear financial analysis and insight.
- Coordinate tenant utility billing and work with Building Services and operational teams to investigate and resolve queries.
- Support the preparation and review of Tenant Services charge-out rates.
- Work with Payroll on salary cost coding and allocations and maintain appropriate supporting schedules.
- Support Senior Management in managing business rates processes where required.
- Ensure tenant and stakeholder financial queries are handled accurately, professionally and efficiently.
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Operational, Commercial, Administrative Support & Communications
- Support Senior Management and operational teams on financial, commercial and operational matters.
- Coordinate documentation for tender processes and work with Legal and other stakeholders on contracts and agreements.
- Support the preparation of operational and financial reports for Directors, Executive Management and Shareholders.
- Support in the coordination of addressing applications and maintain relevant Estate records.
- Develop and manage a group-wide communications programme, collaborating with wider stakeholders across operations, property management, customer experience, and asset management teams to plan, approve, and deliver key communications.
- Lead, coordinate, and deliver operational communications across the CWG managed portfolio, ensuring timely, accurate, and consistent messaging to tenants, residents, occupiers, customers, and other key stakeholders.
- Drive consistency and standardisation of communication processes across all CWG managed assets while ensuring alignment with business objectives and stakeholder needs.
- Develop, review and implement operational, administrative and financial procedures.
- Maintain effective departmental records and document management systems.
Team Management and Collaboration
- Manage and develop assigned team members, ensuring effective workload allocation and high standards of accuracy and service delivery.
- Provide clear direction, mentoring, regular feedback, coaching and support.
- Work collaboratively across Finance, Operations, Building Management, Legal and other teams to support effective service delivery.
- Undertake other reasonable duties as required by the Associate Director and Senior Management.
PERSON SPECIFICATION
- Strong numerical and analytical skills, with experience in financial governance, budgeting and operational reporting. Previous experience within the property or facilities management sector is desirable.
- A relevant professional qualification or working towards one (e.g. ACCA, CIMA, RICS or equivalent) would be advantageous. Significant experience in service charge management, operational finance, utilities, property management or a similar commercial environment.
- Strong IT skills, including advanced knowledge of Microsoft Excel and good working knowledge of Microsoft Office applications. Excellent organisational, planning and prioritisation skills, with the ability to manage multiple workstreams and meet competing deadlines.
- Strong communication and stakeholder management skills, with the ability to build effective working relationships at all levels and explain complex financial and operational matters clearly.
- Demonstrable ability to lead, motivate and develop teams, driving collaboration, accountability and continuous improvement. A proactive and solution-focused approach, with the ability to use initiative, exercise sound judgement and identify opportunities to improve processes and controls.
- High levels of accuracy and attention to detail, with a strong commitment to maintaining quality, governance and compliance. A customer-focused approach, with an understanding of the importance of delivering high-quality service to tenants, occupiers and internal stakeholders.
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.
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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
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