British High Commission Estates Officer – Jobs in Cape Town – South Africa
Main purpose of job:
The British High Commission to South Africa oversees the UK Government’s operations in South Africa across the following locations:
• The British High Commission Pretoria (BHC)
• The UK Visas & Immigration Office in Pretoria
• The UK Department for Business and Trade in Johannesburg (DBT)
• The British Consulate General Cape Town
Its Estates team, based largely in Pretoria with some staff in the locations above, are responsible for delivering corporate services to support the work of the Mission.
The Estates Officer will work under the supervision of an Estates Manager and will help manage the British High Commission’s Offices and properties in the Cape Town area the position effectively acts as a facilities officer for the Consulate office, a number of residential properties and the British High Commissioner to South Africa’s Official Residence in Cape Town.
The jobholder will need to be willing to work flexibly to help others, contribute to Estates and Security work covering all British High Commission locations and staff throughout South Africa, take on different tasks where work pressures are heavy, cover leave absences and deal with emergencies. This can involve calls and work dealing with customers and contractors in the evenings and weekends, for which a mobile phone is provided.
Whilst the role is based in Cape Town, the jobholder will be part of Estates team and the wider Corporate Services team, covering all of South Africa and will therefore need to work remotely to these other locations on a range of admin tasks. The individual will likely need to travel to Pretoria occasionally (funded fully by the British High Commission).
The Estates Officer plays a crucial role in:
Preparing our residential properties for occupation by our staff, which requires forward-planning, attention to detail and strong organisational and time-management skills.
Dealing with on-going maintenance issues in offices and residential properties, requiring skills in administration, IT and multi-tasking numerous concurrent activities
Providing a professional service to our office staff and occupants of residential properties, for which a thorough understanding of customer service and good communications skills are essential
Managing the work of contractors which are engaged to deliver property and maintenance works
The role is ideally suited to an individual who:
Enjoys managing an operation and who takes pride in it running smoothly.
Has strong administrative skills, and wants to develop experience in finance and running projects
Is a good communicator and people-person, who takes pride in good service and enjoys working in a busy team
It is essential for the jobholder to have a valid driving licence as driving (in a company vehicle) to sites is required.
Experience of facilities management / property management would be a bonus.
Roles and Responsibilities / what will the job holder be expected to achieve:
The below roles and responsibilities are general guidelines. The role is not limited to the detail below and the responsibilities are subject to change from time to time with prior consultation if circumstances, structures, work pressures or priorities
alter, or if absences need covering.
Organising tasks required in managing a portfolio of residential accommodation including site visits, managing contractors, tracking progress and record keeping.
Organising work to deliver facilities management activities in offices and properties including planning / scheduling of work and ensuring staff have the correct information about works and property issues.
Raising requisitions orders and receipting funds on the British High Commission’s finance portal dealing with financial issues and budgeting requirements and researching and assessing works quotes and costs. These tasks include remote working for the British High Commission’s South Africa-wide Estates team by supporting budget and finance duties related to properties, offices and estates at other British High Commission locations.
Conducting property assessments, against periodic schedules or in response to issues arising, ensuring British High Commission standards are met, compliance with Health & Safety requirements, and a high standard of customer service for staff and residential occupants.
Monitoring maintenance requests, ensuring that issues are addressed in line with agreed standards and deadlines, and communicating with staff and residential occupants.
Administration duties, including internal record-keeping on properties, service suppliers, contractors, budget issues and asset registers. Management of property information and inventories, including on the British High Commission’s IT systems. These tasks include remote working for the British High Commission’s South Africa-wide Estates team by supporting admin duties related to properties, offices at other British High Commission locations.
Using experience / knowledge to observe and highlight any estates concerns, including accompanying contractors, related to property inspections and maintenance around generators, electrical, plumbing and other similar issues. Assess health and safety standards at properties and offices and report on these to manager.
Liaise with landlords and building managers to ensure fire safety, and health and safety standards are met, including regular fire testing. Reporting on these to managers based in Pretoria.
Provide a strong contribution, in addition to the above day-to-day tasks to the morale and team spirit of the local Corporate Services team, and other teams, in the British Consulate in Cape Town, especially related to learning and development, teamwork, collaboration and support to others, respect to colleagues, and diversity and inclusion.
Essential qualifications, skills and experience
Strong computer literacy
Multi-tasking, communication with customers and time-management skills
Valid Driver’s licence. The jobholder must be able to drive
Administration Experience, including dealing with external contractors
Fluent in written and spoken English
Desirable qualifications, skills and experience
Experience in property management / facilities management
Budgetary experience
How to Apply
For more information and job application details, see; British High Commission Estates Officer – Jobs in Cape Town – South Africa
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