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Oaklee Housing – Property Asset Administrator

Property Asset Administrator

JOB TITLE: Property Asset Administrator

DEPT: Property Services

REPORTING TO: Senior Asset Officer DIRECT REPORTS:  None

HOUR PER WEEK: 37

LOCATION: James Street and Hybrid working

Salary:   €36,400

WHO WE ARE

We are an Approved Housing Body (AHB) established in 2000. Our aim is to deliver high quality modern homes for older people, families, mature single people and people with complex needs. Continually collaborating with our statutory and voluntary partners, we have rapidly grown our presence across Ireland to become one of Ireland’s most ambitious providers of customer-focused housing and support services.

PURPOSE, ACCOUNTABILITIES AND SCOPE

To deliver a customer centered, efficient and dynamic administration support service to the Senior Asset Officer. The role will include administrative support to the Senior Asset Officer and Property Services Manager, creating regular reports to management, processing Asset reports, processing Energy & Sustainability reports, keeping systems up to date and dealing with general enquiries.

Key Responsibilities:

Administrative Support

  • To provide administrative support to the Senior Asset Officer and Property Services Manager including including word-processing documents, data input to databases & up-keep of Excel spreadsheets
  • To organise and report on the provision of asset management, planned property maintenance / cyclical replacement and adaptations.
  • To assist the Senior Asset Officer in the provision of Planned Maintenance, Cyclical Programmes, & Adaptations programmes.
  • Updating the stock condition database and asset information on the housing management system to ensure an accurate representation of Oaklee’s property portfolio.
  • Liasing with the Oaklee Development team in the onboarding of new assets into the Property team’s management including obtaining the health and safety file and all required certification there in.
  • To take responsibility for raising Energy Performance Certificate (EPC) orders – including raising orders with Oaklee’s contractor, storing and filing certificates on Oaklee’s database.
  • To assist in verifying Oaklee’s energy bills to ensure accuracy.
  • To arrange visits with tenants as required for energy and solar PV readings via post, email and telephone.
  • To assist in the organisation of workshops and events as per Oaklee’s energy tenant engagement and staff programme
  • To keep all other filing and archiving systems/records up to date to ensure accurate information is available to assist in the compilation of information for the Annual Returns, Management Team, Committee and Board reports.
  • To take responsibility for minute-taking at Asset team meetings. To schedule and set up meetings on an annual basis in conjunction with the Senior Asset Officer.
  •  To administrate tenant satisfaction surveys and compile and analyse results for monthly reports
  • To collaborate with other administrators and receptionists to provide a full service to the Operations team and when required provide reception cover at Oaklee’s Office.

Key Requirements:

Education

  • 4 Leaving Certificate passes including Maths & English or equivalent
  • Demonstrate strong numerical and literacy skills
  • Secretarial qualification (desirable) (Office Administration qualification)

Experience

  • Experience of providing administrative support to a busy department with multiple stakeholders
  • Experience of working in social housing (desirable)
  • Experience of working in an Energy & Sustainability Dept (desirable)

Technical Skills

  • High level of skills on Microsoft Office including Word, Excel and Outlook
  • Secretarial skills including minute taking and composing of official reports/correspondence
  • High standard of both verbal and written communication skills

    Knowledge

    • An understanding and appreciation of the Social Housing environment and our tenants’ needs
    • A working knowledge of health and safety regulations
    • Working knowledge of the regulatory framework for tenancy management
    • Knowledge of Property & Housing management software would be an advantage

    Personal Attributes

    • Able to work to demanding deadlines and manage resources through peaks and troughs.
    • An ability to prioritise tasks and situations and organise own work.
    • A passion for delivering a customer centred service
    • Relationship building skills
    • Empathy and listening skills
    • A commitment to Oaklee’s values

    A detailed job description is available upon request.

    SUBMIT YOUR DETAILS

    Closing date for completed applications is 12 noon, Wednesday 8th of February. Further Details can be found by contacting HR Duo at recruitment@hrduo.com.

    Please note, Oaklee Housing reserves the right to create a reserve list following the interview process. The panel may enhance the criteria in order to facilitate short-listing.

    Oaklee Housing is an Equal Opportunities Employer