The British Embassy in Ljubljana is part of a world-wide network, representing British political, economic, consular and Defence interests overseas and is now looking for a Residence Manager, to manage, maintain and develop the British Ambassador’s Residence in Ljubljana, working to the Ambassador and liaising with the wider Embassy team. 

Main purpose of the role:

As Residence Manager, you will plan and deliver high quality events (receptions, lunches, dinners etc) which make best use of the venue, are enjoyed by guests, provide excellent value for money and, crucially, support the Embassy’s goals. You will ensure that official overnight visitors at the Residence have a comfortable stay. You will manage hospitality and maintenance budgets, directly manage one Embassy employee, and oversee the work of several contractors and suppliers. You will be responsible for ensuring the Residence building and grounds are well-maintained, secure and comply with health and safety standards. 

We are looking for a strong team player who is well organised and has good attention to detail, an excellent problem solver, able to act on their own initiative but judge well when to escalate to others, understands what providing excellent hospitality in a diplomatic or similar context looks and feels like, can manage employees, suppliers and contractors, is able to suggest creative ways to improve the way the Residence is used and how events are delivered, and is as comfortable organising large-scale events as dealing with more routine tasks such as overseeing maintenance and doing bulk shopping for events. 

This role requires regular flexibility in working hours, as the jobholder will frequently need to oversee evening receptions and dinners and other events. Where possible, we would expect you to adjust your working hours to accommodate these commitments—for example, by starting later on days when evening work is required to avoid working excess hours and maintain a good work-life balance. Where such flexibility is not possible, for example in the run-up to a major event, time off in lieu (TOIL) will be provided.

Roles and Responsibilities:

Event management:

• Planning all official events at the Ambassador’s Residence (including small coffee meetings, lunches, dinners, receptions) working with the Ambassador and wider team to arrange all elements (catering, hiring external staff and professional moving services etc ) and liaising with other parts of the Embassy on issuing invitations, compiling guest lists and preparing menus;
• Overseeing the smooth running of events, ensuring guests have an enjoyable experience in a safe and secure environment, and managing Embassy and contracted staff and suppliers working at the event;
• Securing sponsorship for major events, such as the annual King’s Birthday Party, liaising with sponsors on contracts and, where part of the sponsorship package, work with sponsors on their use of the Residence for their own event;
• Working creatively with suppliers to ensure high-quality food and service and that all events provide excellent value for money and align with the Embassy’s goals;
• Organising the annual King’s Birthday Party reception, the Embassy’s largest and highest profile event with several hundred invitees, multiple suppliers and sponsors.

Residence maintenance

• Ensuring that the Residence is always well-presented and ready to receive visitors and overnight guests;
  Making best use of the space and garden by creating a welcoming, modern space for Embassy and wider events.
• Working with contracted housekeepers and maintenance staff, to ensure the official and private areas of the Residence are kept clean and well-maintained;
• Overseeing a rolling schedule of health and safety and other maintenance checks to ensure the Residence is compliant with health and safety standards and FCDO security procedures;
• Ensuring fixtures and fittings (including furniture, artwork, bedding, crockery, cutlery etc), fire alarms, electrical installations etc are maintained in good working order, organising repairs and replacements and maintaining a comprehensive inventory.

People and supplier management 

• Direct line management of one employee and oversight of the work of contracted housekeeping and maintenance staff, creating a supportive, inclusive environment in which all those working at the Residence perform well, enjoy their work and feel part of the team;
• Managing regular and ad-hoc suppliers (e.g. for catering, maintenance and security, ensuring they provide good value for money, their service meets the Residence’s needs and that all administrative processes (e.g. invoicing and creating purchase orders)are completed efficiently and effectively on the FCDO’s budgetary systems.

Financial management 

• Managing the Residence budgets, ensuring full compliance with FCDO financial management procedures and securing excellent value for money.
• Ensuring supplier and contractor invoices are processed promptly in accordance with FCDO financial processes.
• Contributing to monthly corporate leadership meetings with an update on expenditure and forecasting of future expenditure.

Contribution to the wider Embassy team 

• Contributing to corporate Service Team meetings, bringing ideas for different ways of working and new initiatives.
• Other duties in support of the Embassy’s work as required

• fluency in English and Slovene (both oral and written);
• Experience in a similar role of planning and managing events
• Excellent communication and ability to liaise with different internal and external stakeholders;
• Capacity to bring fresh ideas and to work under their own initiative, but also able to adapt and improve;
• Experience in working and managing budgets and range of contractors, ensuring they deliver on time and on budget to the required specification;
• Team management skills;
• Good organisational skills;
• Independent decision making.