View Vacancy - Estates & Maintenance Administrative Assistant

Main Purpose of Job:

Support the Estates Department at the British Embassy Bogotá by delivering a balanced role combining administrative coordination (60%) and hands-on maintenance support (40%).

The role ensures the effective operation of embassy properties and facilities, supporting compliance with FCDO policies, health & safety standards, and local regulations.

The jobholder will work closely with Estates colleagues, contractors, suppliers, and internal stakeholders to ensure timely delivery of maintenance services, accurate record-keeping, and high-quality customer service to residents and staff.

This role contributes directly to the smooth running of the Embassy’s estate operations, ensuring properties are safe, functional, and compliant with required standards.

Roles and Responsibilities:

1. Administrative Coordination Support (60%)

• Manage correspondence, scheduling, filing systems, and administrative processes for the Estates team.
• Process invoices, requisitions, and supplier registrations using systems such as HERA.
• Maintain accurate records of properties, assets, and inventories in Planon or similar systems.
• Liaise with residents and staff through the Work Order system, ensuring timely resolution of requests.
• Prepare reports, summaries, and data analysis to support decision-making.
• Monitor and process payments related to utilities and building management fees.
• Provide translation and interpretation support during property visits for visitors from the UK.
• Respond to emergency issues at British Embassy properties, identify and implement solutions, and coordinate maintenance works when required.
• Monitor the maintenance mailbox, respond to maintenance requests from UKBS and CBS staff, and support with the coordination of the appropriate maintenance support.

2. Estates Management Support (15%)

• Support move-in and move-out processes, including inspections, inventory checks and relevant documents update, delivery, and acknowledgement.
• Coordinate contractors and service providers for maintenance, repairs, and installations, including home internet providers.
• Ensure accurate updates of property and asset records.
• Attend property owners’ association meetings in coordination with the team.

3. Health & Safety Compliance (10%)

• Ensure inspections (gas, water, fire, electrical) are up to date and properly recorded.
• Support technical inspections and accompany contractors when required.
• Maintain maintenance logs, tools inventory, and compliance documentation.

4. Maintenance Services (10%)

• Carry out general maintenance tasks including plumbing, painting, minor electrical repairs, basic carpentry among others.
• Install fixtures and equipment such as smoke detectors and fire safety items.
• Support preventive and corrective maintenance activities across properties.

5. Operational Support & Customer Service (5%)

• Provide front-line support for maintenance-related queries, ensuring high levels of customer service.
• Support relocation activities and supervise contractor works when required.
• Identify maintenance needs proactively and escalate where necessary.

Provide cover for peer colleagues at the same or higher grade within the Estates Team when required.

Undertake other Estates  related duties, as reasonably required and appropriate to the role.

Resources Managed:

• Imprest (if necessary).
• Corporate credit card for operational purchases.
• Maintenance tools and equipment.
  
• Property inventories and asset records.

No direct staff management responsibility: however, the role requires coordination and supervision of external contractors

• Previous professional experience in property maintenance or facilities support.
• Experience in administrative roles, including data management and reporting.
• Strong organisational and multitasking skills.
• Good communication skills, teamwork and customer service orientation.
• Ability to work independently and take initiative.
• Flexibility and availability to support urgent maintenance issues when required.
• Strong interpersonal skills to engage with residents, staff, and contractors in a professional manner.
• Ability to handle multiple priorities in a fast-paced environment.
• Basic technical skills in general maintenance (plumbing, painting, minor electrical).
• Proficiency in Microsoft Office (Excel, Word, Outlook).

Language Requirements:

• Spanish: Native (spoken and written)
• English: minimum B2 (under international qualification CEFRL or equivalent).