View Vacancy – Corporate Services Officer (Estates)

Main purpose of job:

Manage the operational delivery of estates and health & safety work to ensure a safe and compliant platform for all staff. Supervise project works, maintenance and the arrivals and departures process.  Manage Estate support staff, including outsourced resources.

Roles and responsibilities / what will the jobholder be expected to achieve?

Estates Operations 50%

• Coordination and supervision of the day-to-day management and running of the offices and residences including maintenance, repair or servicing.
• Manage the day to day activity of the handyman and third party contractors, acting as the initial escalation and contact point for staff queries.  Focus on effective customer service, ensuring that the estates team is providing a professional service.
• Manage maintenance contracts including cleaning services, photocopiers, alarms and doors, and air conditioning system.
• Liaise with Corporate Services Officer (Accounts) to programme work requests, maintaining a planned preventative works register and schedule.
• Supervise and sign-off projects, preventative and reactive works to UK and local standards.
• Coordinate and maintain communications with the Building Administration of the office and all other rental properties, and act as point of contact for all landlords, and ensure correct running of leases.
• Coordinate search of new properties for rental purposes, including Market Test Value exercises.
• Organise works to bring new properties up to standard.
• Request payments and monitor maintenance budgets with Corporate Services Officer (Accounts), Estates Directorate, Technical Works Officer and Technical Works Supervisor.

Compliance 10%

• Ensure estates procurement is effectively managed and compliant with global policy, working with the Procurement Hub and the Corporate Services Officer (Accounts).
• Manage inventory and storeroom stock.
• Perform and document property inspections and hazard risk assessments for both residential and office estate.
• Ensure estates systems and data are maintained and verified on a regular basis, including keeping updated information of all properties in Pyramid.
• Prepare for and respond to audit requests.
• Monitor energy and consumption and implement sustainability initiatives at post.

Health & Safety 15%

• Work closely with Head of Corporate Services and the Corporate Services Officer (Accounts) to manage health & safety related issues, ensuring full compliance with UK and local legislation, and ESD policy and guidelines on Estate standards, evaluated annually through the Property Compliance Assessment.
• Deliver health and safety policy implementation, training and standards.
• Be the appointed health and safety coordinator.

Team Support 25%

• Assist other members of the Corporate Services team as required.
• Participate in post crisis activity.
• Act as cover at Post discretion

Resources managed:

1 x Handyman, Local post maintenance budget

• At least 1 years’ experience in estates/facility role
• Customer service skills
• Experience in overseeing maintenance teams
• Resilient; able to deal with pressure and work flexibility to deal with competing demands
• Language: Spanish and English (advanced in written and spoken)
• Must have the legal status to live and work in Ecuador.