View Vacancy – Accommodation Desk Officer – Estates Team

Main Purpose of Job:

The British Embassy is looking to recruit an Accommodation Desk Officer, to be a part of a fast-paced team that delivers accommodation support to British government staff posted in Washington DC. This is a great opportunity to contribute to the life of one of the biggest and busiest missions in the UK diplomatic network. The team supports UK-based (diplomatic) staff and their families to find safe and secure accommodation that enables them to move to the US and join the Embassy community as smoothly as possible.

We are looking for a highly motivated individual who has a real passion for service delivery. The successful candidate will be energetic and enthusiastic and will be able to confidently work autonomously and be resilient. They will be approachable and have strong communication skills. They will need to quickly familiarise themselves with the Embassy’s working practices and policies, but also be able to find creative and pragmatic solutions to challenges. They will need to be comfortable working in a fast-paced environment while maintaining good attention to detail and strong written and oral communication skills. Experience in the property sector is welcome, but not essential.

The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme.  It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible.  In this role you would be working in a diverse international environment. UK diplomats, armed forces personnel and other country-based staff operating across the British Government’s network of Consulates and Government Offices in the United States. This network provides a platform for approximately 30 Government departments and agencies to conduct their work in the United States and is made up of over 900 staff with a rich and diverse background, skill sets, and experiences.

Roles and Responsibilities:

• Support the delivery of all Embassy accommodation services for the approximately 120 personnel posted at the British Embassy in Washington DC, United States.
• Act as the initial customer contact point for all accommodation and furniture linked enquiries ensuring the timely resolution of requests.
• Liaise with the Estates Manager for any maintenance or upkeep requests for the Embassy owned properties.
• Source properties for diplomatic staff posted to the British Embassy Washington.
• Work closely with our Real Estate partners and negotiate leases in line with the policy guidelines.
• Work closely with our security and maintenance teams to complete all the mandatory Health and Safety checks to ensure the properties are compliant with our standards.
• Allocate furniture to customers within the specified locations, ensuring timely delivery in advance of arrival and successful pick-up upon departure of personnel.
• Maintain an up-to-date inventory of all British Embassy furniture stock within outlined databases. Support the Housing Manager in the minimisation of stock holdings and management of supply risk.
• Establish and manage utility accounts for the diplomatic staff posted to the British Embassy Washington
• Liaise with Finance Team to arrange timely payments of for any accommodation-related expenses.
• Place purchase orders with vendors, monitor status, requisition, and receive goods and services accurately and efficiently in specified accounting systems.
• Maintain up-to-date records on financial systems and ensure data accuracy and compliance with Embassy and FCDO policies.
• Conduct March-Ins and March-Outs with DC Metro area-based personnel, supporting with resolution of any landlord disputes, and managing the process for the return of security deposits.
• Arrange temporary accommodation for entitled incoming personnel ensuring a cost-effective solution.
• Manage bookings for visiting guests in Embassy managed transit accommodation.
• Assist the Accommodation Support Officer with the upkeep and management of all records and management information.
• Any other duties as assigned.

• Strong interpersonal skills, including the ability to be professional, confident, courteous and deal with a wide range of colleagues.
• Excellent organisation skills with the ability to multi-task and strong problem-solving skills
• Excellent customer service skills, with proven ability to take responsibility.
• Current valid driving license.
• Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents, A and NATO visa holders with EAD cards, and L2 visa holders with an up-to-date I-94 form.