About Oaklee
Oaklee has 2143 homes owned and under management across 21 counties. We are driven by our mission to build a strong business with a social purpose, and to be a leading provider of quality customer focused housing and support services.
Oaklee’s Guiding Purpose
Oaklee exist to provide affordable homes and the supports needed to enable people and their communities to live, thrive and prosper. To also deliver safe, secure homes for people and we believe we have the right foundations from which we can achieve great things. Oaklee’s Mission is to change people’s Lives by providing them with secure and stable homes which enables them to live, thrive and prosper. We do this by creating more sustainable and inclusive futures for people and communities through great housing.
Oaklee’s Values
- We work with AGILITY
- We work with EMPATHY
- We work with AMBITION
JOB TITLE: Property Assets Officer
DEPT: Housing Operations
REPORTING TO: Senior Property Officer
DIRECT REPORTS: Facilities Assistant; Caretaker/Maintenance Assistant
HOURS PER WEEK: 37
LOCATION: Midlands Region, working out of Tullamore Office (Note: properties will be in other counties and there is a requirement to visit as and when required.)
SALARY: Scale L4P1 €53,917 – L4P5 €60,276
INTERVIEW DATES: Estimated 20th – 21st March 2025.
Key Responsibilities and Duties
Purpose, Accountabilities and Scope
To provide a customer centred, efficient responsive maintenance service to our tenants. To ensure all property services are delivered to a high quality and in line with Health & Safety requirements across all our homes and estates. To collaborate with a range of stakeholders, contractors and departments to deliver our maintenance service and ensure our assets are of the highest quality. The role is varied and may include property surveys, contractor procurement & management, stock condition surveys, defect diagnosis, quality control inspections, report writing and the ability to provide a quality service under budgetary requirements set.
The Goals for this Role
- Deliver repairs to existing and empty properties as set out under contract conditions.
- To be responsible for the day-to-day operation of the repairs and empty homes contracts through effective contract management, ensuring high standards of performance at all times.
- To liaise with contact centre, housing management, development, tenants and contractors to support the delivery of the repairs and alterations service, responding to any requests for support in a timely manner.
- To carry out timely property surveys in response to any requests from housing staff, tenants or contractors, make recommendations demonstrating VFM (Value For Money) and resource efficiencies.
- To ensure all repairs to empty homes are completed out in a timely manner and to high quality to increase satisfaction and reduce times homes are vacant.
New Scheme Onboarding & Defect Management
- To set-up service contracts required
- To respond to correspondence and queries from tenants during the moving in period
- To manage snagging and liaise with scheme developer/ Development department to ensure snagging is completed.
- To highlight defects within liability period to scheme developer/ Development department.
- Report any latent defects to development department.
Asset Management
- To carry out detailed surveys and develop detailed specifications to be used in ad-hoc refurbishments and upgrades.
- Ensure all new homes meet Oaklee’s standards prior to letting.
- When required, assist with delivery on planned and cyclical programmes in line with existing policies and procedures, and communicating these to colleagues and tenants.
Stakeholder Partnerships and Performance Management
- To provide a high quality service and customer experience for all of Oaklee tenants
- Complete or support with procurement exercises as and when required for any services required in your area.
- To develop and foster effective working relationships and partnership with contractors to ensure delivery of services in terms of quality, cost and overall customer satisfaction
- To highlight any variations and work proactively with the contractor to agree corrective measures in a timely manner as per contract conditions set.
- Ability to manage any current or future contracts that will be used as part of the Property Assets officer role.
- To Comply with current GDPR legislation when dealing with multiple stakeholders.
- To work closely with Housing Management, Finance, Development, Services Contact Centre teams and all other stakeholders including Local Authorities, Managing Agents, RTB and HSE to ensure smooth delivery of all property services to tenants.
- To work constructively with all Oaklee appointed contractors and other service providers to ensure an environment of constructive challenge and continuous improvement.
Management of Stock
- To Assist the Senior Assets Officer on updating stock information on completion of any component replacement works, ensuring the data reflects the actual condition of the properties.
- To assist the Senior Quality and Compliance Officer to maintain accurate compliance records that demonstrate Oaklee is meeting its statutory obligations including but not limited to gas, fire, electrical and water safety.
- To prepare written property reports for use by insurers or colleagues.
- To compile any documentation required for processing insurance claims on Oaklee stock when required.
Monitor Value for Money and Performance KPIs
- To manage all designated budgets and monitor costs and spend v budget. Ensure VFM (Value For Money) efficiencies are carried out through services.
- To ensure prompt execution of the payment process to service providers.
- To monitor, report and comment on all property related activity to enable timely reporting against KPIs.
- To follow all agreed procurement and contract management policies and procedures
Supervision of Assistants
- To supervise the day-to-day work of the Facilities Assistants
- To provide guidance and advice to Assistants
- Carry out PDR (Personal Development Review) on the Facilities Assistant/ Caretaker/ Maintenance Assistant and agree on development plans through proper approval procedures and processes.
Effective collaboration and teamwork
- To actively participate in all training and development as provided by the organisation.
- To work effectively and collaboratively with Management and Property Services team and wider group colleagues to achieve and support key objectives.
Robust Health and Safety management
- To be responsible for ensuring that contractors always adopt a robust approach to managing health and safety and operate safe systems of work so that the safety and wellbeing of tenants and visitors always remains a key priority.
- To be accountable for effective compliance in key areas of safety including Mechanical & Electrical Compliance (gas, oil, fire detection & alarms, legionella, lifts etc.); Safety, Health and Welfare at Work (Construction) Regulations; Fire safety and Asbestos
- To ensure services meet the housing regulatory requirements and that homes meet the housing rental standards along with Oaklee Standards set.
- To highlight any emerging safety risks and liaise to take action as required.
Key Skills and Competencies
Education
- Level 6 Certificate/Advanced Certificate or equivalent in a surveying, building services or property management related discipline
- Degree in surveying, building services or facilities management (desirable)
- Relatable PRSA licence for Property Services (desirable)
- Have current qualifications or/and experience to allow for ability of a relatable PRSA license application for Property Services.
Experience
- A minimum of 3 year’s relevant experience in construction or estate management.
- Experience of contract management and working to procurement regulations.
- Ability to Control and Maintain Budget while still providing a quality service to tenants.
- RTB process (desirable)
Technical Skills
- High level of skills on Microsoft Office including Word, Excel and Outlook
- Possess a current valid driving licence and have access to own car
- High standard of both verbal and written communication skills and ability to adapt these to the audience.
- Housing management System experience (desirable)
Knowledge
- Sound knowledge of building construction and knowledge and experience in the diagnosing of repairs to domestic dwellings and buildings.
- An understanding and appreciation of the Social Housing environment and our tenants’ needs
- A strong knowledge of health and safety regulations and a commitment to keep this knowledge up to date and current.
Personal Attributes
- Able to work to demanding deadlines and problem solving to address the issue
- An ability to prioritise tasks and situations and organise own work.
- A passion for delivering a customer centred service
- Relationship building skills Influencing and negotiation skills
- Empathy and listening skills
- A commitment to Oaklee’s Values
Closing date for submitting CV is 5pm, 10th March 2025
Please note, Oaklee Housing reserves the right to create a reserve list following the interview process.
PLEASE NOTE: The panel may enhance the criteria to facilitate short-listing.
Oaklee Housing is an Equal Opportunities Employer