View Vacancy - Soft Facilities and Property Analyst

Main purpose of job:

The FCDO Brazil Network works to deepen bilateral relations and achieve UK objectives.  As well as the Embassy in Brasilia, we have Consulates in Sao Paulo, Rio de Janeiro, Recife and Belo Horizonte.

Based at the Embassy, the role holder will deliver comprehensive estates and property management support across the Brazil Network, ensuring the effective operation, compliance and continuous improvement of residential and office properties, associated services and contracts.

The jobholder will work closely with the Estates Manager, Corporate Services teams and external suppliers, playing a key operational and supervisory role in property management, service delivery, residential moves, events coordination and facilities support.

This role requires a proactive, highly organised and service‑focused individual with strong stakeholder management skills, the ability to lead operational teams, and the capacity to manage multiple priorities concurrently while ensuring full compliance with FCDO policies and local regulations.

Roles and responsibilities:

Estates and Property Management

Provide day‑to‑day estates support across the Brazil Network, managing service requests related to residential and office properties, ensuring timely inspections, actions and follow‑up.
Liaise closely with Estates, Procurement, Finance and Corporate Services teams to ensure properties are managed efficiently and in line with operational needs.
Maintain effective relationships with real estate agents, landlords and suppliers.
Support property inspections, maintenance activities and local estates requests.

Leasing, Contracts and Compliance

Manage all aspects of residential leasing contracts, including:
Monitoring lease terms, renewal dates, rent review clauses and index adjustments.
Ensuring contracts remain up to date, compliant with FCDO Accommodation Policy and local legislation.
Supporting rental negotiations and liaising with landlords as required.
Coordinate contract payments, ensuring invoices are processed accurately and within agreed deadlines.
Maintain accurate and up‑to‑date records in estates and contract management systems, ensuring audit readiness and compliance requirements are met.
Work closely with the Network Procurement Team on leasing contracts and service agreements.

Arrivals, Departures and Property Readiness

Manage and coordinate residential arrivals and departures of UK‑based staff across the Brazil Network.
Prepare properties for incoming occupants, including:
Inspections, maintenance, furniture readiness and cleaning.
Coordination with relevant contractors and service providers.
Ensure smooth handovers and property condition management at both arrival and departure stages.
Actively participate in the Property Committee, contributing to planning, prioritisation and decision‑making related to the estate’s portfolio.

Cleaning Operations and Facilities Supervision

Lead and manage the Embassy residential cleaning team (approximately 8 staff), including:
Supervision, task allocation and daily operational oversight.
Preparation and management of work schedules and duty rosters.
Verification of timesheets and attendance records.
Identify and implement improvements to cleaning processes and daily operations, promoting efficiency, quality and continuous improvement.
Coordinate the work of the pantry/tea service (copeira), ensuring service standards are maintained.

Consumables, Stock and Storage Management

Manage purchasing of cleaning materials, pantry supplies and consumables, ensuring cost‑effectiveness and availability.
Oversee storage facilities and inventory, including:
Monitoring stock levels of furniture and materials.
Ensuring storage areas are organised, secure and properly recorded in relevant systems.

Events Coordination (Brasilia Network)

Coordinate property‑related and official events across the Brazil Network.
Act as the main point of contact for the events service provider, ensuring effective planning, delivery and follow‑up.
Monitor and manage event requests and tickets through the internal system.
Support planning meetings and coordination activities in collaboration with the outsourced events team.

Administrative and Cross‑Functional Support

Maintain organised property files, databases and records, including furniture and asset control.
Provide ad‑hoc administrative support to Corporate Services as required.
Be able to cover for senior Corporate Services colleagues during absences or leave periods.

Resources managed: 

1x INTERN
8x Cleanners 

• University level education, preferably in Business Administration, Property Management, Facilities Management or a related field; or equivalent professional experience.
• Strong negotiation and stakeholder management skills, with the ability to liaise effectively with landlords, suppliers, contractors and internal clients.
• Excellent written and verbal communication skills.
• Demonstrated problem‑solving ability, with a proactive and solution‑focused approach.
• Strong organisational skills, with the ability to manage multiple tasks, priorities and deadlines simultaneously.
• High level of initiative, accountability and attention to detail.

Language requirements: 

Language:  English and Portuguese 

Level of language required:  Excellent English and Portuguese (spoken and written).