View Vacancy – Estates Project Officer

Main purpose of job:

The Corporate Services Department provides a wide range of services to both UK based and locally engaged staff. It is responsible for the efficient running of the Canada Network and provides all the support services needed for its day-to-day operation. The Canada Network is comprised of the British High Commission in Ottawa and Consulate Generals in Toronto, Montreal, Calgary and Vancouver.

The Estates team is responsible for the day to day management and running of the UK’s estate in Canada including all maintenance, repair or servicing of existing residential and commercial buildings, including their components and equipment. Ensuring compliance with policy and guidelines on Estate standards, implementing Facilities Management Client Unit (FMCU) funded Global Investment maintenance projects and ensuring fixed and variable maintenance work is carried out.

Working to the Estates Manager in Ottawa, the Estates Project Officer will focus primarily on supporting the planning, construction and commissioning of a new High Commission building, the relocation to the new premises and decanting from the old premises. The jobholder will also be responsible for managing a range of small to medium scale estates and facilities projects from initiation through completion.

We are looking for a highly motivated, dynamic, and delivery focused individual with previous project and estates management experience. The nature of the job is that you will need to be flexible, able to multi-task, and respond to changing priorities. This jobholder’s duties and responsibilities are subject to change with the needs of the High Commission.

The main duties and responsibilities include, but are not limited to:

• Provide support to deliver an efficient and smooth running Estate. Deliver a safe, healthy and sustainable office and residential environment for High Commission staff.

• Deliver effective project support for the planning, construction and commissioning of a new High Commission building, the relocation to the new premises and decanting from the old premises undertaking project tasks as required.

• Lead and manage a range of small to medium scale estates maintenance and facilities projects from initiation through completion. Apply core principles, processes and techniques of Project delivery.

• Prepare project briefs, work specifications, risk registers and progress reports.

• Assist the Estates Manager and respective Project Managers in capital projects as directed.

• Maintain and file all project documentation at Post.

• Support excellent financial management to ensure value for money by tracking expenditure, managing the generation of requisitions, processing purchase orders, invoices and payments.

• Build and maintain positive, professional and trusting working relationships with key stakeholders, managing expectations and ensuring that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to the Estates Manager when appropriate.

• Keep internal teams, customers and delivery partners fully informed.

• Promote adherence to relevant policies, procedures, regulations and legislation, including but not limited to estates, security, equality, diversity, information management and health and safety.

• Provide coverage for other members of the estates team in times of absence.   

• Post-secondary education in a relevant field or equivalent experience
• 3 + years experience in a similar role (e.g. project delivery in public service/government, estates management, or construction project delivery)
• Demonstrated experience leading/managing project teams or supporting project delivery in a construction environment. Experience working within estates or facilities functions
• Experience in stakeholder management and customer engagement Strong communications and interpersonal skills. Ability to communicate to all levels in a clear and concise manner
• Excellent self-management, attention to detail and organizational skills
• Ability to think critically and creatively, work under pressure and prioritize effectively in the midst of conflicting priorities and competing demands
• Demonstrated experience in budget management
• Thorough familiarity with outlook calendar, word processing, spreadsheet and project scheduling computer applications
• Positive outlook with a can do attitude
• Valid Driver’s license and ability to self-drive the High Commission’s vehicle