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Voluntary Housing Support Services (VHSS) – Housing Administrator

Who we are:

Voluntary Housing Support Services (VHSS) is a registered charity that provides day to day practical services to Voluntary Housing Associations in Ireland. Voluntary boards of directors of smaller approved housing bodies who require rent management, maintenance, tenancy management, book-keeping and regulation support avail of our services. VHSS provides these services to these approved housing bodies and their tenants. VHSS is based in Limerick City. Please refer to www.vhss.ie for more information about what we do.

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Role: Housing Administrator

In this role, the post holder will provide support to member organisations, all of  whom are Voluntary Housing Associations, to ensure that urgent, planned and cyclical maintenance is completed and recorded, and all invoices are received; and to manage the letting process.

The role is based onsite in our Limerick office, working 35 hours per week over 5 days. Overtime may be required from time to time based on business needs.

Key areas of responsibility:

  • To receive, record and manage tenant property issues when reported
  • To ensure the effective management of all responsive repairs and planned works as reported by tenants and others.
  • Assign jobs to contractors and to monitor and update the housing management system
  • Ensure that the repairs and maintenance plans are met, and that works are delivered in the most effective and efficient manner, and within quotation and budgets.
  • Record all maintenance jobs on company housing management platform, maintain files and data to ensure they are clear, accurate and complete.
  • Plan, manage and record the periodic Stock Condition Surveys, planned maintenance and cyclical maintenance programmes.
  • Ensure that all properties meet required standards in line with relevant regulations and compliance.
  • Address any reported cases of anti-social behaviour and other breaches of tenancy obligations
  • Complete annual inspections of the properties to identify maintenance issues and tenant’s concerns
  • Complete reports on inspections and provide these to the relevant housing association in a timely manner
  • Ensure all identified maintenance issues during inspections are managed
  • Ensure prompt management of void properties, ensuring that they are ready to re-let as soon as possible and within budget.
  • Approve all spending, working within the limit of authorisation from the housing association
  • Periodically conduct inspections and audits of works, to ensure the quality of work and to address concerns as they arise.
  • Carry out pre-letting and co-ordinating inspections on vacant properties
  • Co-ordinate the viewings of properties with prospective tenants
  • Arrange and participate in pre tenancy training and advise prospective tenants of rights and responsibilities
  • Oversee and manage all new property development schemes and issue reports to the appropriate housing association.
  • Co-ordinate payments with the accounts department.
  • Adhere to all relevant financial procedures and regulations
  • Document management – Ensure all required records and data are up-to-date, accurate and recorded on housing management platform, and to provide reports as necessary to fulfil compliance with external regulation

 

Additional areas of responsibility may be added over time and flexibility to cover for other staff roles is required from time to time.

Appropriate Candidate’s requirements:

Essential

  • At least 5 years of experience working with tenants and property management

  • Knowledge of social and voluntary housing sector, charitable organisations
    or associated experience

  • Understanding of landlord and tenant law and obligations

  • Full driver’s licence and use of car

  • Ability to work flexibly on own initiative and as part of a team

  • Demonstrate ability to organise, prioritise and meet deadlines and targets

  • Ability to communicate and interact in a professional, diplomatic and
    sensitive manner

  • Strong computer literacy including proficiency in Microsoft office
    particularly Outlook, Word, Excel and Teams

  • Excellent verbal and written communication skills in English

  • Strong interpersonal and teamwork skills

    Desirable
  • Prior experience working in or volunteering in a charity or not-for-profit organisation

  • Relevant level 6 qualifications relating to housing management would be an advantage but is not essential

How to apply:

Please email a cover letter outlining your suitability to the advertised role, along with your CV to info@vhss.ie Please add your name in the subject line. Please do not make contact by phone as this could disqualify you from applying for the role.

VHSS is an Equal Opportunities Employer

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