View Vacancy – Residence and Events Manager, Lima

Main purpose of job:

The British Ambassador’s Residence has an excellent team of staff responsible for the well-being and entertainment of all guests within the Residence, as well as for the Ambassador and their family. The Residence hosts a busy, ever changing, and interesting programme of events.

The Residence Manager will lead the Residence team, which includes the Chef, 2 butlers, a housekeeper and 2 gardeners. The primary responsibility is to ensure that the Residence and its estate are maintained to the highest possible standard. Specific responsibilities include events planning and execution, estate management and maintenance, and leadership and management of 6 staff so that the services provided to the Ambassador’s guests and visitors serve as a showcase for British excellence.

The Residence Manager will work closely with the Ambassador and family, the Ambassador’s Chief of Staff, the Embassy’s Corporate Services Manager, and other embassy teams to coordinate events and meetings at the residence, ensuring that standards are met, value for money is ensured, and logistics run smoothly.

As a manager of the Residence Team, the Residence Manager will be in charge of HR matters, as well as the administrative tasks that come with organising events, such as obtaining quotes, paying invoices, keeping budget sheets, and keeping close contact with event leads. 

Roles and responsibilities:

Residence Management:

• Regular meetings with the Ambassador to ensure the efficient planning and management of the Residence’s maintenance and improvement projects.

• Work with estates management staff and providers to ensure oversight of quality of works, including working with residence maintenance team.

• Compilation of an annual Residence budget and spending profile at the start of each financial year, submission of monthly expenditure reports, monitoring/adjustment of spend against profile.

• Working with the Embassy’s Health, Safety and Wellbeing Officer, ensuring maintenance of hygiene, health and safety standards at the Residence and support for staff wellbeing.

• Work with the Embassy’s Corporate Services Manager to ensure value for money in all Residence expenditure: seeking opportunities to make savings (e.g., in contracted services, food and household purchases).

• Responsibility for monitoring and control of Residence inventories and assets.

• Maintenance of accurate records of Residence activity.

Event Planning and Execution:

• Oversee the set-up, execution and breakdown of all functions in the Residence, supporting the host in welcoming guests and supervising service throughout.

• Organise and co-ordinate all aspects of the Ambassador’s hosted events to a high level of professionalism, creativity and value for money, working effectively with relevant Embassy staff.

• Manage and supervise all commercial events including proposals, cost estimates, questions from sponsors, accounting, and payments.

• Work closely with organisations, companies and any other associations, which occasionally use the Residence as a venue for functions, generating revenue for the Embassy where appropriate.

• Work closely with the Ambassador’s Chief of Staff regarding scheduling and any other issues relevant to the Residence or the Ambassador’s engagements. Ensure an events and visitors calendar is kept updated.

• Work with external companies and individuals to ensure they fully understand and comply with Embassy guidance when organising events at the Residence.

• Manage the purchases for Residence catering for events, ensuring that best value for money is obtained. 

Staff Management:

• Overall supervision of Residence staff, with direct line management responsibility for the Chef,1Housekeeper, 2 Butlers, and 2 Gardeners. This includes performance management, wellbeing support and accurate HR record keeping, such as supervision of working hours, overtime, and annual leave schedules.

• Regular meetings with all staff to ensure they carry out their duties efficiently and effectively, and to identify learning and development needs.

• Crisis preparedness and response role on the Welfare Team.

Resources managed: 

• Line management of 1 Cook, 2 Butlers, 1 Housekeeper and 2 Gardeners.

• Management of small-scale budget, petty cash, inventory and assets of the residence. 

Essential on arrival: 

• The successful candidate must have 5+ years of relevant work experience (to include working directly with customers)

• Proven record of accomplishment of excellent communication skills, both oral and written, including the ability to communicate at all levels. 

• Proven ability to prioritise, effectively manage and carry out multiple tasks in a fast-paced work environment, delivering to deadlines and agreed targets.

• Highly developed organisational skills with a proven track record of delivery (including through others) to tight deadlines.

• Proficiency Microsoft Office, including Excel.

Level of language required:  

Good working knowledge English and Spanish (spoken and written) – between B1 and C1 (under the CEFRL or equivalent).