View Vacancy – Administrative Assistant / Handyman

Support the Estates Department by providing administrative assistance (50%) and conducting maintenance activities (50%) across the British Embassy’s properties, facilities and estate ensuring operational efficiency and compliance with FCDO Policy and health and safety standards.

Roles and responsibilities: 

Administrative Assistant (50%)

Administrative Coordination

• Handle correspondence, arrange meetings, maintain filing systems, and manage schedules.    
• Perform data entry, draft reports, and prepare presentations or summaries for Estates operations.  
• Liaise with residents through the Work Order/Query System and ensure prompt resolution.      
• Process invoices, requisitions, and supplier registrations in systems like HERA.    
• Control, monitor and processing payments and accounts related to utilities and building administration fees.

Estates Management Support

• Assist in the March-In/March-Out process, including inventory checks and property inspections.
• Update and maintain property and inventory records in Planon.
• Coordinate with contractors and service providers (e.g., internet, utilities) for necessary installations or repairs. 

Health & Safety Compliance

• Ensure records for recurrent inspections, such as gas and water tests, are accurate and up to date.
• Maintain tools inventory and track their maintenance history.
• Provide support and accompaniment during technical visits and inspections (e.g. TWS, RTL, Gas, Electrical, Fire, etc).

Customer Service & Reporting

• Act as point of contact for maintenance inquiries, providing excellent customer service.
• Generate and analyse reports for management decision-making.

Handyman (50%)

 Maintenance Services (Preventive and Corrective)

• Address general maintenance requests, including plumbing, painting, minor electrical repairs, and locksmithing.
• Conduct deep cleaning of carpets and floors as needed.
• Install fixtures, fire blankets, and smoke detectors during property preparations, keeping log records and register.

Health & Safety Tasks

• Perform gas leakage tests, water condition assessments, and annual Legionella checks as per UK standards.
• Accompany inspectors for property evaluations and ensure compliance with findings.
• Wider H&S support to grant Estates team operations are complying.

Operational Support

• Assist in moves, including furniture protection and supervision of moving activities.
• Supervise contractor works and ensure tasks meet embassy standards.

Miscellaneous Duties     

• Proactively identify maintenance needs and address them promptly.     
• Contribute to team discussions on improving procedures and workflows.

• Proficiency in Microsoft Office and data management systems like HERA and Planon (Oracle or similar).
• Strong organizational and multitasking abilities.
• Minimum 5 years’ experience in property maintenance (plumbing, painting, general repairs).
• Excellent interpersonal skills and customer service orientation.
• Ability to work independently and make sound decisions.

Language requirements: 
 
Spanish: Native (spoken and written, including technical terms)

English: Proficiency (spoken and written, minimum B1 proficiency under CEFRL)