Who are we?

The British Embassy in Tbilisi is part of a worldwide network, representing British political, economic and consular interests overseas and we are now looking for an Estates Officer to join its Corporate Services Team.

Main purpose of the job:

The Estates Officer will hold primary responsibility for ensuring that the Embassy’s estate portfolio is operated efficiently, remains fully compliant, and is fit for purpose. As a key member of the Corporate Services Team, the jobholder will undertake both managerial and administrative responsibilities in the daily management of the estate. They will ensure that all properties are managed effectively and in line with FCDO policies, standards, and regulations.

The Estates Officer will work closely with the Facilities and Operations Manager, the Technical Officer, and central Estates Teams to maintain robust systems and processes. Reporting to the Facilities and Operations Manager, they will also collaborate with the Technical Works Group, UK-based staff, landlords, and the Residence Manager to plan and deliver the comprehensive management of properties and related services.

The core aspect of the role is preparing residential properties for occupation by UK-based staff, requiring strong forward planning, attention to detail, and excellent organisational and time management skills. The jobholder will also oversee ongoing maintenance across the entire estate by managing the Help Desk system. This requires strong administrative capabilities and the ability to prioritise and coordinate multiple tasks simultaneously.

Roles and responsibilities:

• Liaise with landlords/contracts and Estate Agents, arranging and holding meetings with landlords to negotiate leases, rents and any issues related to the properties;
• Supervise contracted cleaners (2) and gardeners (2) and line management of the Technical Assistant;
• Operate the Help Desk account; coordinating with customers to schedule works, provide updates, and ensure timely resolution of requests;
• Deal with march in/out of all UK staff on arrival and departure, working closely with Community Liaison Officer;
• Register and manage information on Planon (building management software);
• Manage Estates inventory and warehouse stocks;
• Prepare properties for occupation/release; carry out any necessary works before officers arrive and after they leave, maintaining clear communication with customers and suppliers;
• Work closely with Facilities/Operations Manager and Technical Officer to support co-ordination of H&S inspections in properties;
• Organise tasks required in managing a portfolio of residential accommodation, including site visits, managing contractors, tracking progress and record keeping;
• Raise requisitions and receipt funds in our internal Human Resources Information System, deal with financial issues and budgeting requirements;
• Carry out Estates administration duties, including internal record-keeping on properties, suppliers, contractors, budget issues and registers;
• Local and overseas purchase of items as required. Assist in gathering quotations and annual budget estimates, and monitoring of expenditure;
• Organise disposals of furniture and other items and other ad hoc Estate matters;
• Co-ordinate and arrange movement of furniture and other items as required;
• Co-ordinate cleaners’ schedules including tasking of cleaners’ day to day movements and duties; check on cleaner’s work (maintaining standards);
• Ensure sufficient cleaning materials and toiletry supplies are kept, maintaining a log of all cleaning material and toiletry supplies issued and re-stocked;
• Contact external companies when required to deal with Estates issues;
• Deal with pest control issues in properties;
• Support other members of the Corporate Services team as required.
  

Essential on arrival:

• Written and spoken fluency in both English and Georgian (at a minimum of C1 level according to CEFR*);
• A minimum of 1 year of experience in estates/facility role or a relevant administrative role;
• Supervising or line management experience;
• Familiarity with procurement processes;
• Resilient; able to deal with pressure and work flexibly to deal with competing demands.
• Customer service skills and experience;
• Ability to work as part of a team and autonomously;
• Good communication and stakeholder engagement skills;
• Strong organisation and time management skills, with excellent attention to detail.