OMC & Property Administrator

About Us

Circle Voluntary Housing Association was set up in 2003 and is a leading provider of social housing in Ireland. Our vision is to make a real difference by delivering quality homes and innovative integrated housing solutions to individuals and families in Ireland. We are passionate about our people and the delivery of a tenant first service.

Our team members are the secret element of our success. Their experiences, competencies, values, knowledge, and perspectives are greatly valued and have significantly contributed to Circle delivering over 2,500 homes. They deliver services to over 5,000 people and help create thriving communities.

We are dedicated to finding the right people who embrace our purpose, vision, and values. In return we will support you to learn, grow and excel in an exciting, flourishing, diverse organisation. We are committed to fostering an inclusive and collaborative work environment, which values every person who works with us and all of those who live in our homes and communities.

Reflecting the growing diversity of the communities in which we work, we welcome applications from people of all cultures, nationalities, genders, members of the LGBTQ+ community and any background traditionally marginalised in society.

About The Role

The OMC Property Administrator will provide administrative support to the Senior Property Facilities Officer, with a particular focus on OMC management. The role is part of Circle VHA's Asset Management Team. The position is for an initial 12-month fixed term contract.

Key Responsibilities

• Providing confidential and professional support to the Senior Property Facilities Officer.
• Screening phone calls, enquiries and requests, handling them when appropriate.
• Organizing and maintaining diaries and making appointments.
• Analyse and present information, produce reports, make recommendations.
• Promote a climate of high performance, continual improvement, and value for money.
• Assist the Director of Asset Management with the delivery of in-house projects.
• To compose, type or edit correspondence and reports for and on behalf of the Director of Asset Management.
• To take minutes of meetings including team and management meetings and any other meetings the Senior Property Facilities Officer needs to be recorded.
• To ensure effective management of information and that systems are implemented and maintained to facilitate the work of all of the Property Management services. Carry out audits /checks and cleanse data as required.
• To coordinate and manage housing project/transaction supports, documentation, files and systems for the Asset Management functions.
• Collating agendas for meetings, minute taking and circulation of minutes.
• Assist teams in maintaining information and records and preparing reports for relevant stakeholders both internal and external.
• Manage relevant inboxes for departmental services.
• To devise and maintain office systems to deal efficiently with information flow, and the organisation and storage of paperwork, documents and computer-based information.
• Maintain directories of external stakeholder information such as contact details and other required information that supports the delivery of Asset and Repairs Management functions.
• Update and maintain information in our Housing and Asset management system by entering details of new homes along with key component information, run reports and providing data to colleagues for analysis and review.
• Organizing team and other meetings as requested, booking meetings rooms, organizing accommodation and travel arrangements.
• Assist in the preparation and provision of reminders for service charges and sinking fund payments.
• Assist in the preparation of notifications and newsletters to residents.
• Assist in the preparation and circulation of annual AGM EGM packs.
• Assist in the administration of OMC Company Secretarial duties as required.
• Assist in the preparation, collation and evaluation of tenders and quotes.
• Assist in the preparation of Estate Management plans and the review of budget costs.
• Coordinate the collection, storage and dissemination of third-party OMC information
• Coordinate the collection and input of data for the purposes of asset management and strategic investment planning.
• Assist with the review of asset data within the asset management system and provide reports
• Assist in the coordination and administration of all cyclical servicing and planned programmes of work.
• Assist in the management and monitoring of complaints and provide reports as required.
• Coordinate records of all relevant contractor's information including but not limited to insurance, health safety accreditation information.
• Assist in the analysis of data, policies, and procedures of the repairs functions to support the organisation to create accurate programme planning and financial forecasts.
• Review and update internal processes and procedures in consultation with colleagues as part of a continuous improvement process.
• Monitor compliance data and provide reports on performance from the organisations compliance management software.
• Develop and maintain transaction specific, and update template documentation for consistent team utilisation and assisting with preparation and deployment as appropriate.
• To coordinate the process of hard copy and electronic transaction file management in the context of internal audit file review.
• Carry out audits on systems, working with coordinators and managers to investigate any inconsistencies, and proposing recommendations to amend.
• Review performance data and provide gap analysis reports for each function.
• Manage departmental phone coverage to ensure calls are handled effectively across the teams.
• Act as departmental Complaints Review Officer.
• Work with colleagues to develop meaningful opportunities for stakeholder engagement.
• Carry out, participate in, and undertake stakeholder feedback surveys.
• Promote successes and good news stories.
• Ensure a positive and professional image is displayed at all times.
• To implement the Circle's Policies and Procedures and provide an effective and responsive services to both internal and external stakeholders.
• Work collaboratively with all teams and colleagues to ensure systems and processes are in place to deliver a positive customer experience.
• Provide all services having due regard to the regulatory framework.
• Ensure that up-to-date and accurate information is maintained on all IT systems.
• Contribute to developing service plans, team and individual targets.
• Provide a high-quality, customer-centred service at all times.
• Carry out all duties observing Circle VHA's policies and procedures on health and safety, safeguarding, equality and diversity and data protection.
• Undertake any other duties that are reasonably commensurate with the level of this post.
• Provide cover and support to the wider Asset Management Team as required.

Key Competencies

• Customer care management.
• Innovation Change Management.
• Influencing and negotiation skills.
• Statistical analysis.
• Contract management.
• Team Working.
• Brand integrity.
• IT Skills.
• Communication Skills.

Essential
Education / Work Experience

• Application of in-house, multi-discipline IT packages

Desirable

• Relevant third level qualification in housing or related subject
• 3-year min. experience of working in a similar role
• Experience of working with vulnerable customers
• NFQ-Level 5 or NFQ-Level 6 in business, administration, computing, housing or similar

Essential
Key Skills / Knowledge

• Ability to prioritise, work to deadlines and meet targets
• Able to form and maintain good working relationships at all levels, internally and externally
• Able to resolve, anticipate and prevent problems
• Able to take responsibility, working independently and flexibly
• Effective negotiating skills
• Excellent communication skills and an open and motivated approach to work
• Excellent organisational skills
• High level of written English, including ability to write and present reports
• High level of numeracy
• Proficient use of common IT packages, including Microsoft Word and Excel

Desirable

• Demonstrable understanding of best practice in the delivery of Asset Management services
• Demonstrable understanding of OMC (Owner Management Company) management and the MUD Act
• Demonstrable understanding of the social housing sector
• Understanding of RTB processes and requirements

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