View Vacancy – Residence Manager (PRT24.391)

This is an exciting opportunity to shape the public-facing activity of the British Embassy in Portugal, showcasing British values, expertise and strengths to guests from all sectors of Portuguese society and helping the UK to achieve deeper trade and investment in Portugal, maintain a network of senior and influential leaders, influence policy debates on prominent issues, and support the British Community. It offers experience of meeting senior UK and Portuguese visitors from the public and private sector, organising spectacular events to showcase UK values and expertise, and supporting the full range of UK interests through a creative, elegant use of our flagship building in Portugal.

The Ambassador’s Residence serves three overlapping functions: it is home to the British Ambassador in Portugal; is used for representational activity; and it provides accommodation for official visitors. It supports the work of the British Diplomatic Network in Portugal.  It is used to host a wide range of events for top level government politicians, business people, cultural leaders and others, delivering a wide range of formats from small lunches and dinners through to an annual reception with hundreds of guests.

The Residence Manager has overall responsibility for ensuring that the Residence and its garden are maintained, and that the events and services it provides to the Ambassador, guests and visitors are delivered to the highest possible standard. The successful candidate will lead and supervise a small but highly capable team of Residence staff, and work closely with the Ambassador, family and with other colleagues in Embassy teams to deliver their events.

This is a demanding but rewarding position that requires excellent interpersonal and organisational skills, great teamwork and a strong customer focus. 

Roles and responsibilities:

Residence Management

• Ensure effective delivery of services and maintenance of all Residence property, including preparation and management of the inventories including of silverware, glassware, crockery, linen, Government Art Collection, furniture, and domestic equipment.

• Ensure the highest standards of cleanliness, hygiene and presentation at all times. 

• Ensure the Residence and grounds are kept in optimal repair: identify and report repair/improvement work, oversee repairs and maintenance jobs for the Residence and grounds, and liaise with Corporate Services, and the Ambassador/spouse to ensure contractor access to the Residence at convenient times.

• Manage relevant accounts and purchasing for the Residence, including supplier liaison, quote management, etc, and monitor Residence expenditure, including accounting for pre-approved credit card expenditure in a timely manner.

• Purchase and manage stocks for the Residence (eg cleaning items, pantry stocks), ensuring value for money in procurement of goods and services.  Work with the Residence staff to ensure stocks and supplies are regularly reviewed, and supervise deliveries where needed. Ensure regular market testing in delivery of services.

• Liaise with the security guards and security team to ensure effective security of the Residence and grounds is maintained at all times.

Events

• Responsible for oversight, preparation and delivery of official events at the Ambassador’s Residence, in close consultation with the Ambassador, the respective Embassy teams and other relevant colleagues.  This includes but is not limited to: planning table and flower arrangements, room layout, hiring equipment (eg marquee, audio visual, lighting, heating), and hiring casual event staff, who work under the Residence Manager’s supervision including set-up and post-event clear up and cleaning.

• In conjunction with the relevant Embassy colleagues, ensure the Residence and all events comply with all necessary Health and Safety rules and wider Embassy guidance.  Work with outside companies and individuals to ensure they fully understand and comply with such rules and guidance and produce risk assessments for events.

• Co-ordinate arrangements for all official visitors staying at the Residence, ensuring that rooms are prepared for overnight guests, the highest levels of service are provided, and that all visitors receive a warm welcome and are made to feel comfortable and at home. 

• Purchase supplies for events according to FCDO procurement guidance.

Resources/Staffing

• Lead and manage a team of three Residence staff, and when required casual event staff, providing support and direction as necessary.  Ensure that the Residence staff receive adequate and regular training to undertake their duties and have opportunities to develop.  

• Manage staff performance and complete annual appraisals on time and to prescribed standards.

• Fluency at C1 level in English and Portuguese (written and spoken, minimum of C1 level for CEFR framework).

• Experience in running and working in a diplomatic residence, or hotel or restaurant setting, or private residence with a strong customer focus and focus on excellence.

• Financial management; experience of managing budgets and procurement, as well as people management skills, capable of leading a team.

• Experience of events management.

• Confident, discreet, trustworthy, adaptable self-starter able to work effectively without close supervision.

• Excellent interpersonal and organisational skills: someone who can negotiate effectively (including with external stakeholders) and deliver under pressure, always treating others with respect.

• Ability and desire to demonstrate high standards, proactivity, effective prioritisation, and a strong attention to detail.

• Flexibility in terms of working hours and duties – be prepared to work additional hours in support of events, including evenings and occasional weekends.

• Strong oral and written communication skills, including understanding the importance of consulting and informing others.

• Good IT skills (including Microsoft Word, Outlook, Excel).