Company Information and Introduction

Oaklee is recruiting for a permanent full‑time Admin Manager to lead and develop a centralised administrative function within our Asset Management & Property Services team. This is a key role that will help strengthen our internal capability as we continue to grow and invest in people, systems, and data.

Location: Dublin 8 / Hybrid (2 days per week in the office)
Contract: Full Time, Permanent (37 hours per week)
Salary: €66,138 – €73,039

About Oaklee

Oaklee is a growing Approved Housing Body with responsibility for over 2,500 homes nationwide. Since our deconsolidation in 2023, we have been building strong internal capacity to support the next phase of organisational development. We are ambitious, agile and committed to continuous improvement, guided by our core values:

• Agility – flexible, responsive and decisive

• Empathy – human, open, and committed to doing better

• Ambition – expert, innovative and continually learning

About the Role

The Admin Manager will lead, supervise and develop a pooled administrative team supporting both Asset Management and Property Services. This is a leadership role with responsibility for driving operational excellence, data quality, governance and structured systems use across all property and asset management activities.

Key Responsibilities

• Lead, coach and deploy a central administrative team across both functions

• Oversee workload allocation, service standards and continuous improvement

• Manage datasets, reporting inputs, KPI tracking and operational statistics

• Develop and maintain dashboards and reporting tools, including Power BI

• Act as super user for housing management and compliance systems

• Lead SharePoint structures, controlled templates and ISO‑aligned document control

• Coordinate evidence packs, audit documentation and compliance logs

• Support lifecycle data, programme budgets, financial trackers and reconciliations

• Oversee procurement analysis, cost comparisons and programme monitoring

Person Specification

Essential

• 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.

Desirable

• Experience producing management reports, datasets and dashboards

• Advanced Excel skills and Power BI experience or certification

• Experience with structured systems such as SharePoint

• Leadership and coordination capability

• ISO‑aligned document control or quality systems training

• Experience using Microsoft 365 AI tools such as Copilot

• Experience in housing, compliance, construction or regulated services

What We Offer

Oaklee provides a supportive, people‑focused workplace and a strong commitment to work–life balance. Our benefits include:

• Hybrid working (2 office days weekly)

• Competitive salary structure and annual discretionary reviews

• 25 days annual leave plus 3 discretionary days

• Employer pension contribution (up to 7%)

• Permanent Health Insurance and death‑in‑service benefit

• Employee Assistance Programme

• Mileage allowance

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

Company Information and Introduction

Location: Dublin 8 / Hybrid (2 days per week in the office)
Contract: Full Time, Permanent, 37 hours per week
Salary: €40,649 – €45,294 (L3P1–L3P5)

Reporting to the Admin Manager – Asset & Property Services, the postholder will work as part of the centralised pooled administrative team and contribute across a range of operational areas. Focus areas rotate regularly to support cross‑skilling and continuity of service.

Key Responsibilities

Operational Service Delivery

• Provide high‑quality administrative support across compliance programmes, planned works, repairs, voids and service coordination.

• Rotate across workstreams to support balanced workloads and continuity of service.

• Collaborate closely with teams across Asset Management, Property Services, Housing, Development and Finance.

Sustainability & 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 for lifecycle planning and investment programmes.

Compliance & Reporting

• Maintain scheduling, registers and certification records across statutory compliance areas (e.g., gas, electrical, fire systems, lifts, water hygiene, asbestos and FRA).

• Track remedial works and contractor documentation.

• Maintain KPI datasets, compliance reporting inputs, and regulatory logs.

Works Delivery & Tenant Coordination

• Support planned maintenance, voids and adaptations processes.

• Coordinate appointments, access arrangements and contractor instructions.

• Assist with procurement documentation, orders and invoice processing.

• Support tenant communications and satisfaction surveys.

Systems, SharePoint & Document Control

• Update housing management systems and operational registers to agreed standards.

• Maintain structured SharePoint folders and evidence libraries.

• Apply ISO‑aligned document control practices, ensuring compliance with naming conventions, version control and audit requirements.

Governance, Meetings & Reporting Support

• Coordinate diaries, agendas, packs, room bookings and logistics for meetings.

• Record minutes and actions.

• Support internal reporting, dashboard preparation and communications.
  

Person Specification

Essential

• NFQ Level 5/6 qualification in administration, office management, IT, public administration or a related area OR substantial relevant experience in a busy or regulated environment.

Desirable

• Strong organisational and communication skills.

• Experience with structured records, SharePoint, digital systems, or ISO‑aligned document control.

• Experience supporting sustainability, energy or asset data programmes, compliance administration or works programmes.

• Experience with Microsoft 365 AI tools such as Copilot.

What Oaklee Offers

• Hybrid working (2 days office‑based)

• Defined salary ranges with annual discretionary reviews

• Generous leave (22 days + 3 discretionary)

• Employer pension (up to 7% contribution)

• Permanent Health Insurance

• Death‑in‑Service (3x salary)

• Employee Assistance Programme

• Mileage allowance

• Professional development including support toward CIOB, RICS, SCSI pathways

Company Information and Introduction

Job Title: Facilities Assistant
Hours Per Week:  37 hours per week, Monday - Friday
Contract: Permanent, Full Time
Salary: L3P1 €39,085 – L3P5 €43,552
Location: Dublin/ Leinster Region - Travel across the region will be required.

Oaklee Housing is an Approved Housing Body (AHB) established in 2000 to deliver high-quality modern homes for older people, families, mature single people, and people with complex needs. Continually collaborating with our statutory and voluntary partners, we have rapidly grown our presence across Ireland to become one of Ireland’s most ambitious providers of customer-focused housing and support services.

Key Responsibilities and Duties

• To assist the Housing Operations Team in keeping our properties and estates safe, secure, and tidy so that our tenants have a great place to live.

• You will be required to assist tenants with queries; report any issues/significant repairs needed; carry out minor repairs and coordinate with contractors to carry out major repairs or planned maintenance work.

• Safety & security of estates and schemes.

• Proactively schedule visits to your designated estates/schemes/properties so that you are a visible representative of Oaklee Housing for tenants.

• Walk around your designated schemes/estates checking that the fire alarms are operating properly, that common areas are clean, safe, and secure.

• Carrying out Minor Repairs

• Liaison with Contractors to enable access.

• Assist with empty homes.

• To carry out risk assessments if any issue is of concern and needs actioning to liaise with Property Services/Service Centre/Development team, as necessary.

• To be the main point of contact for all contractors and utility providers arriving on site.

• To arrange access for contractors including key fobs/parking and access through estates to direct contractors whilst on site.

• Assisting Tenants.

• Caretaker specific duties and general duties that may be required ad-hoc.

Key Skills and Competencies

• A full clean driving licence, with own transport, is essential.

• Basic DIY knowledge, such as carpentry and general building skills.

• An understanding and appreciation of the Social Housing environment and our tenants' needs.

• Working knowledge of health and safety regulations and a commitment to keep this knowledge up to date and current.

• Good MS Office (Outlook) skills.

• Good standard of both verbal and written communication skills

• Fluent English with strong communication skills (verbal and written) and the ability to adapt these to the audience.