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Corporate Services Officer, Estates

Foreign, Commonwealth & Development Office

Ottawa

On-site

CAD 100,000 - 125,000

Full time

Today
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Job summary

The British High Commission in Ottawa seeks a Corporate Services Officer for the Estates team. This role focuses on facilities management, providing a safe and sustainable environment for staff, and involves managing projects, stakeholder communications, finance, and procurement responsibilities. Candidates should have relevant qualifications, experience in similar roles, and strong organizational skills. Successful applicants will enjoy a competitive salary and a comprehensive benefits package including flexible working conditions.

Benefits

Generous vacation and leave time
Flexible working patterns
Learning and development opportunities

Qualifications

  • At least 2 years experience in estates management or related role.
  • Fluency in written and spoken English.
  • Valid Driver’s license.

Responsibilities

  • Provide support for efficient running of estate.
  • Lead projects for improvements in the High Commission’s estate.
  • Manage Estates requests and ensure compliance.

Skills

Stakeholder Management
Customer Engagement
Attention to Detail
Organizational Skills
Self-management

Education

Post secondary education in a relevant field

Tools

Microsoft Office Suite (Excel, Word, Outlook, Project)

Job description

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require. Job Category Foreign, Commonwealth and Development Office (Operations and Corporate Services) Job Subcategory Corporate Services Support Job Description (Roles and Responsibilities)

The Corporate Services Team provides a wide range of services to both UK based and locally engaged staff. It is responsible for the efficient running of the Canada Network and provides all the support services needed for its day-to-day operation. The Canada Network is comprised of the British High Commission in Ottawa and Consulate Generals in Toronto, Montreal, Calgary and Vancouver.

The Estates team is responsible for the day to day management and running of the UK’s estate in Canada including all maintenance, repair or servicing of existing residential and commercial buildings, including their components and equipment. Ensuring compliance with policy and guidelines on Estate standards, implementing Estates Operations maintenance projects and ensuring fixed and variable maintenance work is carried out.

The Corporate Services Officer, Estates (CSO-E) will focus primarily on, facilities management, accommodation services, and project management but can also expect duties in other corporate services functions such as finance, procurement and contract management.

We are looking for a highly motivated and customer-oriented individual to help grow our estates service and support its smooth running, as well as providing administrative support to an increasingly busy team. You will need to be flexible, able to multi-task, and respond to changing priorities.

Estates Maintenance, Accommodations and Furnishings (65%)

  • Provide support to deliver an efficient and smooth-running estate. Deliver a safe, healthy and sustainable office and residential environment for High Commission staff
  • Lead projects and activities to improve the High Commission’s estate
  • Stakeholder communications and customer relationship management.
  • Manage an Estates requests mailbox, providing quality customer service delivery to meet delivery standards and compliance requirements
  • Manage the estates team electronic and physical filing and storage.
  • Co-ordinate scheduling and communication of the Post Preventative Maintenance Programme, repairs and inspections.
  • Prepare residential properties for incoming diplomatic staff including minor maintenance works, cleaning, redecoration and furnishings in accordance with FCDO policies and Post’s annual plan.
  • Maintain property and inventory records in the FCDO’s property database and other information systems.
  • Maintain up to date records of residential and commercial furniture inventories checking the condition and updating the rolling furniture replacement programme. Dispose of surplus furniture stock by running auctions.
  • Manage minor maintenance projects, including stakeholder consultation, procurement, works scheduling, contractor supervision, and quality control.
  • Manage Estates electronic and physical files
  • Manage property leases and utility accounts, engage with landlords and occupants. Monitor and track utility usage across the Canada Network estate.
  • Support the Estates Manager and Health and Safety Lead to ensure FCDO health & safety policy, procedures and systems of work are understood, implemented and monitored at the office and residential properties.

Finance & Procurement (20%)

  • Execute FCDO purchase order requisitioning, receiving, supplier maintenance and contract management in accordance with FCDO policies.
  • Execution of contracts from initial steps to finalizing – this will need a high level of knowledge on procurement systems and confidence to make decision on your own.
  • Obtain quotes, research suppliers, pay invoices and track expenditure by individual property.
  • Ensure that value-for-money objectives are achieved and resolve issues with invoices.
  • Reconcile monthly government procurement card expenditure.

Other (15%)

  • Support for other Corporate Delivery and providing cover for other non-estates colleagues.
  • Participate in Crisis Contingency Planning and exercises.
  • Learning and development activities, including mandatory e-learning.
  • Other activities as directed.

Essential qualifications, skills and experience

  • Post secondary education in a relevant field or equivalent experience.
  • 2 + years experience in a similar role (e.g. estates management, public service / government, construction project delivery and / or service delivery, health and safety management).
  • Experience in stakeholder management and customer engagement. Strong communications and interpersonal skills.
  • Demonstrated experience managing service contracts.
  • Excellent self-management, attention to detail and organizational skills.
  • Ability to think critically and creatively, work under pressure and prioritize effectively in the midst of conflicting priorities and competing demands.
  • IT and numerical skills, particularly in the Microsoft Office Suite, including Excel, Word, Outlook and Project.
  • Positive outlook with a can do attitude.
  • Valid Driver’s license and ability to self-drive the High Commission’s vehicle.
  • Fluent in written and spoken English.

Desirable qualifications,skills and experience

  • Existing knowledge of the local market in Ottawa.
  • Valid UK Security Clearance
  • Experience working in an international environment
  • Experience working with contractors or contracted staff
  • Experience leading / managing project teams or managing service delivery
  • Knowledge of LEED operations and maintenance

Required behaviours Communicating and Influencing, Making Effective Decisions, Managing a Quality Service Application deadline 13 July 2025 Grade Administrative Officer (AO) Type of Position Permanent Working hours per week 37.5 Region Americas, Caribbean & Overseas Territories Country / Territory Canada Location (City) Ottawa Type of Post British High Commission Number of vacancies 1 Salary Currency CAD Salary $4,962.25 gross per month Start Date 1 September 2025 Other benefits and conditions of employment

Applicants must have the legal status to live and work in Canada at time of application .

Successful candidate is expected to be office based for their training period, following which there will be the possibility of working from home up to a maximum of 40% per week when realistic to do so and in agreement with line manager. Core Hours are Monday - Friday 08 : 00 – 16 : 00.

Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 12months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

Please note, the salary is non-negotiable.

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities. Full on the job training as well as access to a wide range of FCDO learning opportunities

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