Job Description and Person Specification
Reports to: PACE Quality Standards & Policy Manager
Job Location: Hybrid, PACE Head Office with remote working
Working Hours: 39-hour week
Contract:Three-year initial fixed term contract and is subject to funding
Probation Period: 9 months
Starting Salary: €45k – €48k DOE
Additions:
- Pension, upon completing probation
- CPD Continued Professional Development
- EAP Employee Assistance Programme
- Employee Health & Wellbeing Initiatives
Send your CV and Cover Letter/Personal Statement outlining your suitability for the post and return to Clare Liu at recruitment@paceorganisation.ie by 12 noon, 10th January 2025.
The full job description is available to download here.
Property & Asset Management Lead
The Property & Asset Management Lead is responsible for assessing and managing the condition of the association’s property portfolio, which comprises of less than 50 units dispersed around the Dublin region. PACE Housing Association is an Approved Housing Body with a strong reputation in providing both quality accommodation and support services to people with an offending background. This role involves reviewing stock condition reports, service departments records, analysing data to inform strategic asset management decisions, and ensuring properties meet regulatory standards and resident needs. The Property & Asset Management Lead will coordinate maintenance activities, manage the tender process for service contracts, overseeing contractors, and ensure that all work meets quality standards and budgetary constraints. The role’s primary focus is within the PACE accommodation property portfolio primarily along with tasks relating to wider PACE service departments.
Key Responsibilities & Duties
1.Reporting and Documentation
- Examine PACE housing portfolios reports, such as stock condition surveys, to prepare comprehensive reports detailing survey findings, including recommendations for repairs, upgrades, and maintenance schedules.
- Collate PACE accommodation service departments response repair & maintenance records to produce monthly reports
- Compile tracking reports of emergency repairs and on cyclical and planned maintenance for quarterly reporting.
- Maintain accurate records of maintenance activities and contractor performance.
- Implement and maintain an effective property asset management database system.
- Compile data from services depts property standards inspections to ensure compliance with regulation and maintenance standards.
- Complete quarterly and annual performance reports (rents, voids, repairs, costs, etc.)
2.Property Maintenance
- Develop and implement a comprehensive maintenance strategy for all properties.
- Schedule and oversee regular maintenance inspections and repairs.
- Schedule and facilitate cyclical and planned maintenance, along with capital works.
- Ensure compliance with health and safety regulations and standards
- Liaise with PACE maintenance personnel, contractors, and external stakeholders to coordinate planned maintenance and refurbishment projects.
- Identify, evaluate, and select contractors for maintenance services.
- Negotiate contracts and monitor contractor performance to ensure quality and timeliness
- Prepare and manage the tendering process for property maintenance contracts.
- Draft tender documents, specifications, and evaluation criteria.
- Evaluate bids and make recommendations to management.
3.Budgeting & Financial Reporting
- Monitor income & expenditure and provide regular financial reports.
- Identify opportunities for cost savings and efficiency improvements.
- Assist in preparing and monitoring budgets for maintenance and improvement projects.
- Ensure projects & programmes of work have been procured appropriately and frameworks of contractors are reassessed in accordance with the PACE Value for Money Procurement Policy and through collaboration with the Quality Standards & Policy Manager.
- Assist with the management of financial records and preparation of detailed financial reports, including budgets, forecasts, and performance analyses for properties under PACE Housing Association
- Inform recommendations on operational budgets for properties, ensuring cost-effectiveness and financial viability.
4.Service Development
- Research property management software packages and implement an effective property management IT system for PACE
- Research suitable funding streams and grants to support PACE maintenance and refurbishment projects.
- Manage the achievement of the goal to bring all residential units to BER B2 by 2030.
- Expanding the PACE housing portfolio through sourcing suitable properties, undertaking and commissioning building surveys & valuations to support acquisitions.
- Contribute to the development of long-term asset management strategies that align with PACE objectives and the needs of the community
5.Health & Safety
- Ensuring all works are commissioned, procured, and undertaken in a safe and compliant manner, including engaging with relevant contractors, consultants, other health & safety professionals, staff, residents or tenants.
- Implementing safety management systems across all aspects of your work including compliance with HSA guidance, practices and requirements and organisational policies and procedures.
- Liaise with PACE H&S co-ordinator to plan and execute regular health and safety audits across all PACE locations.
- Record compliance with PACE health and safety policy and procedures.
- Participation at PACE department H&S committee meetings
- Prepare detailed reports with findings, recommendations, and action plans
6. Any other duties as directed by the PACE Quality Standards & Policy Manager