Senior Property Officer

1 week ago

Dublin, Dublin City, Ireland Oaklee Housing Full time

Job Description

Company information and introduction:

JOB TITLE: Senior Property Officer

DEPT: Operations

REPORTING TO: Property Services Manager

DIRECT REPORTS: Property Officers and Property Services Administrators

HOURS PER WEEK: 37 hours, Monday - Friday

LOCATION: James Street. Oaklee also has a hybrid model in place.

SALARY SCALE: L5P1 €63,594 – L5P5 €70,230

EXPECTED INTERVIEWS: 15TH-17TH January 2025

PURPOSE, ACCOUNTABILITIES AND SCOPE

To support the Property Services Manager by leading and coordinating the Property Officers team to provide a customer-centred, efficient, and responsive maintenance service to our tenants, ensuring the varying needs of customers, including those most vulnerable, are met. To collaborate with a range of stakeholders and contractors 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, and report writing.

Key Responsibilities and Duties:

Team lead of Property Officers
  • To be a direct contact point and assist the Property Services Manager in driving a highly efficient Property Services team through work streams.
  • To act as team lead/mentor/guide to Property Officers within Oaklee, providing daily support, guidance, and assistance where required.
  • To conduct and attend regular meetings to align team goals, share updates, and provide training as needed to enhance team capabilities including PDR's.
  • Ensuring the team provides services as per contract conditions set.
  • To manage leave appropriately ensuring sufficient cover is always provided.
  • Ensure policies and procedures are being followed and assist in updating.
Property Maintenance and Repairs
  • To monitor the status of property maintenance, repairs, and void homes contracts, ensuring all work is completed to high quality and within specified timelines and in accordance with the contracts.
  • To review maintenance requests ensuring consistency throughout the team and carrying out quality checks on services provided.
  • Ensure that the HMS is up to date, all related WO's are being closed off by the team and attributes updated.
New Scheme Onboarding and Defect Management
  • To monitor and review the set-up of service contracts for new schemes.
  • To monitor and review the Property Officers' response to correspondence and queries from tenants during the moving in period.
  • To monitor that all snagging has been completed with the scheme developer well in advance of the handover period.
Health, Safety, and Compliance
  • To ensure all properties meet health, safety, and compliance standards by conducting regular checks and overseeing corrective actions on works.
  • 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 in line with works being carried out.
  • To ensure services meet Oaklee standards, housing regulatory requirements, and any other statutory standards.
  • To ensure accurate records of compliance inspections and remedial actions are maintained and carried out in a timely manner to support regulatory audits and reporting.
Monitor Financial and Performance KPI's
  • To manage all designated budgets and monitor costs and spend vs budget. To report on any cost overruns and develop approaches to limit such overruns.
  • To ensure prompt payment of all invoices once satisfied that works are satisfactorily completed.
  • To monitor and report on all relevant KPI's set in a timely manner.
Effective Collaboration and Team Working with Housing Teams
  • To promote close collaboration with Housing Officers, Tenancy Engagement Officers, Tenancy Sustainability Officers, and Service Centre to address tenant concerns from a multi-faceted perspective.
  • To facilitate joint site visits and case reviews, ensuring tenants receive cohesive and timely responses to property, tenancy, and engagement issues.
  • To act as the point of contact between the Property team and other departments, improving communication and ensuring seamless service delivery.
  • To ensure that any complaints are resolved swiftly and satisfactorily in partnership with the Housing Team.
  • Report on all property management issues and key performance statistics for the area.
Tenant Satisfaction and Engagement
  • To work with Tenancy Engagement Officers and Tenancy Sustainability Officers to gather tenant feedback on repairs and maintenance, identifying areas for improvement.
  • To respond to complex tenant issues with empathy and professionalism, striving to enhance overall tenant satisfaction.
  • To develop and implement tenant communication strategies for property updates, maintenance schedules, and service improvements.
  • To ensure that any issues arising from tenant satisfaction are followed up by the appropriate responsible stakeholder and improvements are put in place to avoid any further issues.

Key Skills and Competencies:

Qualifications and Experience:

  • Level 6 Certificate/Advanced Certificate or equivalent in a surveying, building services/Construction related discipline
  • Degree in surveying, building services or Construction related discipline (desirable)
  • A minimum of 5 years' relevant experience in construction or estate management.
  • Knowledge of housing legislation, maintenance standards, and regulatory compliance.
  • Previous experience working in social housing or a similar tenant-focused environment.

Essential Skills and Competencies:

  • Property Management Expertise: Strong knowledge of property maintenance, repairs, and asset management within the social housing sector or similar.
  • Team Leadership: Proven ability to guide, motivate, and support a team, fostering a collaborative and high-performing work environment.
  • Tenant-Centric Approach: Skilled in managing tenant relationships, with a focus on responsiveness and quality service.
  • Interdepartmental Collaboration: Capable of building strong working relationships across teams to ensure seamless service delivery.
  • Health and Safety Knowledge: Familiarity with housing health and safety regulations and best practices.

Personal Attributes:

  • Problem Solver: Approaches challenges with a solutions-focused mindset, proactively addressing tenant issues and maintenance needs.
  • Strong Communicator: Able to convey information clearly to tenants, contractors, and internal teams.
  • Empathetic and Tenant-Focused: Committed to improving tenant satisfaction and creating positive living environments.
  • Organized and Detail-Oriented: Ensures accuracy in documentation and manages time effectively to prioritize tasks.

Skills:

Carpentry, MS Office, Electrical, Health & Safety Regulations, Minute taking, Administration, Chartered Surveyors

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