Admin Manager - Asset & Property Services

Permanent full-time Brunel Building Hybrid

Company Information and Introduction

Job Title: Admin Manager - Asset & Property Services

Department: Asset Management & Property Services

Reports to: Strategic Asset Manager

Location: Dublin 8 / Hybrid (2 days per week in the office)

Contract: Full Time, Permanent, 37 Hours Per Week.

About Oaklee Housing

Oaklee Housing is a growing Approved Housing Body with responsibility for over 2,500 homes nationwide. Following deconsolidation from Choice Housing in 2023, the organisation is building strong internal capacity to support its next phase of growth. Oaklee plans to increase its housing portfolio by 40% within 2026, supported by sustained investment in people, systems, and data.

As an agile AHB, Oaklee offers staff opportunities to influence strategy and shape how services are delivered. Our work is guided by three core values:

Agility - working flexibly across teams, responding quickly to need, and acting decisively.

Empathy - being genuine and human, listening openly, and striving to do better.

Ambition - focusing on expertise, innovation, continuous improvement, and learning from experience.

About the Asset Management and Property Services Functions

Asset Management leads asset and sustainability strategy, lifecycle planning, planned programmes, and compliance oversight. Property Services delivers responsive repairs, voids, cyclical maintenance, statutory servicing coordination, contractor interfaces, and operational support across schemes. Both functions depend on accurate records, disciplined system use, and reliable reporting, supported by ISO aligned document control and structured filing.

What We Offer

In addition to our excellent terms and conditions, we offer a positive and supportive working environment with a strong team culture, good humour, and a genuine commitment to work life balance. As a growing organisation, Oaklee provides opportunities to shape services, develop professionally and progress your career while working within a collaborative and people focused workplace.

Our benefits include:

Hybrid working arrangement - two days per week based in the office, supporting work life balance

Competitive defined salary ranges, with annual discretionary salary reviews

Generous annual leave entitlement - 25 days per annum plus 3 discretionary days

Employer pension contribution - defined contributions of up to 7%

Permanent Health Insurance (income protection only)

Death in service benefit - cover equivalent to three times annual salary

Employee Assistance Programme - confidential wellbeing and support services

Mileage allowance - paid at a fixed rate for business travel

Comprehensive induction and ongoing professional development, including support towards CIOB, RICS and SCSI pathways

Career progression opportunities within a growing organisation

Key Responsibilities and Duties

To build, lead and develop a centralised pooled administrative team supporting Asset Management and Property Services, delivering scalable, resilient and high-quality operational support, driving operational excellence, and acting as the lead for data quality, governance and assurance across all property and asset management related services.

Leadership, development and service delivery

Lead, supervise and deploy the pooled administrative team across Asset Management and Property Services

Allocate and rotate workloads to balance capacity and maintain continuity of service

Actively develop team capability through coaching, mentoring, knowledge sharing and structured self-development

Support progression pathways and skills growth across compliance, sustainability, data, systems and works administration

Build cross-training and shared expertise across workstreams

Encourage strong cross-functional collaboration with Housing, Development, Finance and other operational teams to improve service integration and data quality

Set service standards and drive continuous improvement

Operational reporting and performance support

Provide coordinated administrative support to senior officers and management through the pooled team, delivering timely and accurate reporting inputs and operational assistance

Collate, validate and maintain datasets supporting compliance, works and performance reporting

Develop and maintain dashboards and reporting tools, including Power BI

Produce operational statistics, KPI trackers and management data packs

Systems, SharePoint and document control

Act as super user for housing management and compliance systems

Lead structured SharePoint libraries and digital workflows

Apply ISO-aligned document control practices including version control, naming conventions and audit trails

Maintain controlled templates, registers and evidence repositories

Compliance coordination and governance support

Oversee statutory compliance programme administration and evidence collation

Monitor remedial works tracking and contractor documentation

Maintain regulatory logs and notifiable events registers

Coordinate reporting packs, action logs and audit evidence

Support internal and external audits and follow-up actions

Financial and programme data support

Lead collation and maintenance of lifecycle costing data and component-based cost libraries supporting asset planning and investment decisions

Maintain and update planned programme budgets, cost trackers and financial forecasts

Reconcile programme spend and cost data with Finance and budget holders on a regular basis

Support procurement analysis, cost comparisons and value for money assessments

Track project and programme progress against budgets, timelines and key milestones

Key Skills and Competencies

A third level qualification (NFQ Level 7 or above) in business administration, operations management, information systems, data analytics, public administration or a related discipline

or

Substantial relevant and demonstrable experience in a senior administrative, reporting, systems or operational coordination role within a regulated or operational environment.

Strong experience producing datasets, management reports and dashboards

Advanced Excel capability and Power BI experience or certification

Experience using structured digital systems, including SharePoint

Strong leadership, coordination and organisational skills

ISO-aligned document control or quality systems training

Experience using Microsoft 365 AI tools such as Copilot

Experience in housing, compliance, construction or regulated service environments

Oaklee Housing is an equal opportunities employer. We welcome applications from suitably qualified candidates regardless of gender, civil status, family status, sexual orientation, religion, age, disability, race, or membership of the Traveller community.