View Vacancy – Estates Assistant

Main purpose of the job:

The main purpose of the Estates Assistant role is to support all the management and maintenance processes of the Estates and Facilities portfolio for the British Embassy, and to provide broader assistance to the Estates team assignments most of them on a short-term basis and at high pace. This includes, but not limited to tasks such as administrative duties, co-coordination of maintenances, property visits and inventory, customer service, accompaniment of contractors, development of small projects.

Operate in structured work environments undertaking work in relation to administrative, operational or process issues where necessary judgements can usually be made on the basis of clearly defined processes or procedures, (ii) Deal with basic, straightforward enquiries or queries, (iii) Be responsible for a wider range of administrative and operational tasks, undertake work in relation to transactional operations which are well defined, though limited in the main to straightforward, administrative or clerical tasks. This position reports to Estates Officer higher grading. 

This role is initially for 6 months with the possibility of extension. 

Roles and responsibilities:

Assists in office administrative duties (50%)

• Manages correspondence,
• Arranges meetings, appointments, and other events,
• Maintains filing systems,
• Has a high data entry or administrative content but also some casework and customer handling,
• Sets up spreadsheets and databases,
• Updates databases, undertaking routine input and scanning data onto systems or databases,
• Produces basic research analysis within well-defined subjects,
• Files correspondence and casework,
• Deals with a range of straightforward day-to-day enquiries,
• Drafts reports,
• Liaises with residents through the Estates Work Order/Queries System,
• Handles inquiries from residents, ensuring compliance with regulations and policies,
• Provides administrative support in recurrent H&S, Accommodation, and Maintenance programs,
• Makes decisions within defined limits of established rules and regulations.

Assists in operational duties (50%)

• Uses HERA system with devolved purchasing responsibility,
• Liaises with contractors,
• Processes invoices,
• Acts as the Estates Work Order Clerk, distributes to subject’s responsible,
• Does follow up of Work Orders until close completion,
• Provides statistics for decision making to senior grades,
• Coordinates works with contractors, security, building managers, and handymen,
• Is responsible of creating and updating DS forms for utilities and DM when is required
• Provides support in market analysis and in getting quotes for special projects,
• Runs predefined reports to extract data for senior grades,
• Provides diary management for senior grades.
• Follow the organization and keep control of the apartments and properties keys
• In absence of accommodation officer or maintenance officer, support with furnish, clean and check the apartments to be handled before the family arrival.
• In absence of H&S officer, support with H&S function.
• Other Ad-Hoc functions related to the scope of role

Resources managed (staff and expenditure):

Estates Inventory

Cash box

Essential on arrival:

• Customer service experience;
• Ability to work as part of a team and autonomously;
• Strong communication skills and a commitment to customer service;
• Proficiency in Microsoft packages such as word, excel and PowerPoint;
• Excellent typing skills, ability to type quickly and accurately to efficiently handle correspondence and documentation;
• Strong organisation and time management skills, with excellent attention to detail;
• Good ability to multitask and prioritise.