View Vacancy – SRR – Estates Assistant (AA)

The British Embassy Riyadh has a vacancy for Estates Assistant, job grade Administrative Assistant (AA), on a fixed term contract for one (1) year, with the possibility of renewal.

The jobholder will assist the Accommodation Officer and Estates Manager (EM) with daily tasks of running a diverse portfolio of UK Based Staff (UKBS) accommodation and assist with related issues. They will also work closely with contractors who undertake the cleaning, gardening, and pest control activities on the Embassy Estate. 

Duties and responsibilities:

– Property management and tenant relations

• Oversee the day-to-day operations of properties, including maintenance and repairs and ensuring that facilities are safe and functional.
• Support the Estates Manager regarding villa cleaning, furnishing, and disposal/ replacement of old furniture.
• Proactively inspect estate assets and report any damages to estate supervisor/ organise repair or replacements.
• Keep up to date on the Estates issues and log/ escalate critical issues.
• Produce, in a timely manner, all forms required for new march in and out to Accommodation Officer.
• Act as a point of contact for tenants, addressing their concerns, and ensuring their needs are met.

– Maintenance coordination, inspection, and health and safety

• Build and maintain working relationships with maintenance managers and supervisors.
• Schedule and supervise maintenance work. Coordinate with contractors and service providers and ensure that all work is completed to a high standard. Conduct regular inspections of properties to identify and promptly address any issues.
• Liaise with leasing agent’s maintenance teams with regards to proactive and reactive maintenance issues.
• Liaise with the Technical Works Group (TWG) and monitor the Embassy’s store of maintenance parts needed to be supplied to leasing agent.
• Monitor and inspect all villa cleaning once completed and report any outstanding issues and ensure works are completed to a satisfactory level.
• Ensure that properties comply with all relevant health and safety (H&S) regulations and building codes.
• Produce monthly fire extinguisher, first aid kit, and fire alarm inspection reports and upload to correct files on MS Teams.
• Ensure all Estates Storage areas are clean and tidy at all times.

– Record keeping and budget

• Proactively raise corporate requisitions and monitor all invoices to ensure these are correct and report any issues.
• Maintain accurate records of maintenance work, repairs, and other property-related activities.
• Organise march-in and march-out reports with the Accommodation Officer and upload these to the Estates Team’s folder.

– CLO support and other corporate activity

• Work with the Community Liaison Officer (CLO) and Events Manager and proactively check what events are coming up in the Embassy and assist setting up for these events.
• Join and attend at least one (1) Embassy committee (i.e., Green Committee, Staff Wellbeing and Inclusion Committee). Have an active role within these committees to work towards future goals and corporate objectives.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager or head of section. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis. 

Key behaviours required:

• Delivering at Pace – Always work with focus and pace to get the job done on time and to a high standard. Follow the relevant policies, procedures and rules that apply to the job. Use own knowledge and expertise to organise work. Keep focused on delivery and take responsibility for the quality of work produced. Keep a consistent level of personal performance. Keep managers and stakeholders updated on how work is progressing.
• Managing a Quality Service – Gain a clear understanding of customers’ needs and expectations. Plan, organise and manage your own time to deliver a high quality service which gives taxpayers a good return for their money. Act to prevent problems by identifying issues, reporting them and providing solutions. Keep customers and all colleagues up to date with progress. Show customers where to access relevant information and support that will help them to use services more effectively.
• Seeing the Big Picture – Understand what your responsibilities are and how these contribute to the priorities of your team. Consider the varied impact your work could have on individuals with different needs and from other backgrounds. Gather information from both inside and outside of the organisation to inform your area of work.
• Working Together – Proactively contribute to the work of the whole team and remain open to taking on new and different roles. Get to know your colleagues and build supportive relationships. Listen to alternative perspectives and needs, responding sensitively and checking understanding where necessary. Ask for help when needed and support others when the opportunity arises. Be aware of the need to consider your own wellbeing and that of your colleagues. Understand that bullying, harassment and discrimination are unacceptable.

Eligibility:

• The successful candidate must already have the right to work and reside in Saudi (iqama).
• The successful candidate will be required to transfer their visa under the Embassy’s sponsorship.

• Previous relevant experience and knowledge of property/ estates management.
• Exceptional planning, organisational skills and keen attention to detail. Ability to prioritise own workload and meet deadlines without compromising the quality of the work.
• Excellent command of spoken and written English. Able to express ideas and messages clearly and concisely.
• Excellent interpersonal and communication skills, with proven ability to engage and influence at all levels internally and with external contacts and collaborate effectively across teams.
• Strong customer focus and ability to deliver quality service. Demonstrates courtesy and consideration in dealing with stakeholders across all levels.
• Flexible, resilient under pressure, and decisive, with a proven track record of delivering results regularly within tight deadlines.
• Ability to think logically/ laterally and be able to display sound judgement. Ability to manage customer expectations and display a flexible approach and resourcefulness in solving problems.
• Strong IT skills and proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).