Asset & Property Services Administrator

Asset & Property Services Administrator Code: Oaklee Housing

Permanent full-time Brunel Building Hybrid

Company Information and Introduction

Job Title: Asset & Property Services Administrator

Department: Asset Management & Property Services

Reports to: Admin Manager - Asset & Property Services

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% by 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 Oaklee 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 - 22 days per annum plus 3 discretionary days
• Employer pension contribution - defined contributions of up to 7%
• Permanent Health Insurance (income protection)
• 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 provide high-quality administrative and operational support across Asset Management and Property Services as part of a centralised pooled administrative team, contributing to scalable, resilient and efficient service delivery across all property and asset management related services.

While all post holders rotate across workstreams to maintain continuity of service, each role will initially act as a lead support resource in one of the core operational focus areas, supporting knowledge sharing and cross-functional collaboration.

Deliver administrative support across compliance programmes, planned works, repairs, voids and service coordination

Rotate across workstreams to maintain continuity of service and balanced workloads

Support continuous improvement of administrative processes and service standard

Work collaboratively with Asset Management, Property Services, Housing, Development and Finance teams

Sustainability and asset data support

Maintain BER registers, sustainability datasets and retrofit programme records

Support energy performance reporting and data analysis inputs

Maintain asset and component data supporting lifecycle planning, surveys and investment programme

Support data quality checks and assurance processes

Compliance and reporting administration

Maintain scheduling, registers and certification records for statutory compliance programmes, including gas, electrical, fire systems, lifts, water hygiene, asbestos and Fire Risk Assessments

Track remedial works and contractor documentation

Maintain KPI datasets and compliance reporting inputs

Maintain incident, no-access and regulatory logs

Works delivery and tenant coordination

Support planned maintenance, void works and adaptations administration

Coordinate appointments, access arrangements and contractor instructions

Support procurement documentation, orders and invoice processing

Support resident communications and satisfaction surveys

Systems, SharePoint and document control

Update housing management systems and operational registers in line with agreed data standards

Maintain structured SharePoint folders and evidence libraries

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

Support audit readiness and evidence collation

Governance, meetings and reporting support

Facilitate meetings and reporting cycles by coordinating diaries, booking rooms and refreshments, preparing agendas and packs, arranging logistics, and recording minutes and actions

Support preparation of internal reports, dashboards and communications

Key Skills and Competencies

A third-level qualification (NFQ Level 5 or 6) in business administration, office management, IT, public administration or a related discipline

Or

Substantial, relevant and demonstrable experience in an administrative or operational support role within a busy or regulated environment

Strong organisational and communication skills

Competence in Excel and digital systems

Experience working with structured records and document control

Experience supporting sustainability, energy or asset data programmes

Experience supporting compliance administration or works programmes

Experience using SharePoint or structured digital filing systems

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.