Purpose of Job:

The main purpose of the Estates Maintenance and Health and Safety Officer is to lead, coordinate and where applicable supervise the day to day operation of the British Embassy estate and it’s facilities across Mexico; which comprise of the core Embassy, His Majesty’s Ambassador’s official Residence and approx 30 residential properties in Mexico City and our offices in Monterrey, Guadalajara and Cancun.

The successful candidate will be responsible for the full compliance of the Estate in accordance with FCDO policy, UK Health and Safety standards and local legislation. This will include devising work plans, alongside the Head of Estates and Health Safety to address all preventative and corrective maintenance with health and safety being a priority focus.

The Estates Maintenance and Health and Safety Officer, will further be the lead on key maintenance contracts, ensuring alignment with FCDO procurement policies which include sourcing quotations and undertaking necessary due diligence. Payments and accurate forecasting and recording of expenses is also a fundamental aspect of this role, with the successful candidate responsible for all maintenance related expenditure.

In addition to the aforementioned responsibilities, the successful candidate will have direct line management of one member of maintenance support staff, providing guidance and support on their day to day responsibilities. 

The position reports to the Head of Estates and Health and Safety.

Roles and Responsibilities: 

Maintenance Management (45%)

• Manages the Estates Maintenance App and liaise with residents and staff ensuring consistent communications, whilst also providing solutions to issues
• Monitor and analyse data from Estates Maintenance App, highlighting any trends whilst preparing recommendations for improvement.
• Schedule and coordinates preventative and corrective maintenances on a daily and weekly basis
• Coordinate annual maintenance of owned equipment (generators, fire alarms etc).
• Coordinate all H&S, Security and Fire Safety works in accordance with health and safety policies
• Ensure that contractors submit appropriate RAMS (Risk Assessment and Method Statements) prior to works being done.
• Support the statutory inspections (Lift inspection, Legionella, and Fire Safety etc) including all logistical arrangements.
• Report and update the FCDO Health and Safety Portal (Evotix) on a daily basis or as required.
• Coordinate training session, workshops and awareness campaigns for staff on health and safety matters.
• Liaise with, and manage external contractors and suppliers to ensure adherence to health and safety standards
• Maintain an accurate and updated Assets and Equipment Register.
• Address day to day queries on Estates matters.
• Support the Fire Safety Manager with fire safety policies and inspections.
  

Administrative and Financial Duties (35%)

• Ensure that all payments and expenses are completed in a timely manner, including reconciliation and uploading to both Hera and the Estates Finance Register
• File other correspondence related to maintenances and procurement
• Manage the cleaning and gardening contracts, ensuring that the KPIs are being fulfilled
• Complete weekly and monthly reconciliation of the cash imprest
• Provide accurate monthly forecasts for all maintenance tasks.
• In the absence of the Accommodation Officer or Maintenance Support Officer, support with furnishing cleaning and checking of apartments ahead of families moving in or out.
  

Managing Others: (20%)

• Manage the daily tasks and responsibilities of the maintenance support staff.
• Provide support, guidance and expertise as required, including completion of performance management processes throughout the year
• Identify and support training needs and interventions for the team.
• As applicable complete mandatory training, including familiarisation with the full suite of FCDO policies
  

Resources managed (staff and expenditure):

• Line management of 1 x maintenance support staff
• Account manager for two key contracts
• Imprest holder

• At least 2 years in maintenance or facilities management
• Experience in H&S/Fire safety programmes
• Administrative Experience
• Multitasking: Capacity to handle multiple tasks simultaneously while maintaining attention to detail and meeting deadlines
• Problem-Solving: Ability to identify issues and find effective solutions independently or with minimal guidance
• Organization Skills: Capability to manage schedules, files, and documents in a systematic and efficient manner.
• IT Skills ability to use Microsoft Suite: Proficient in using office software such as word processing, presentations, and especially Excel spreadsheets.
• Excellent Customer service

Language requirements

Language: Spoken and written Spanish and English 
Level of language required: C2 or above.