Careers
At Oaklee, our people are our greatest asset.
They form our culture and make us stand apart from our competitors. We have an abundance of talented people across the company, which makes for a high-performing and friendly environment.
Benefits & Culture
At Oaklee, we offer stimulating, challenging, and rewarding careers, within a supportive work environment. Oaklee has an exceptional team culture which is underpinned by our core values of creativity, bravery, equality, focus, teamwork, and empathy.
We provide excellent training and professional development opportunities including mentoring for all employees, leading to defined career progression.
Open Roles
We are always looking to grow the Oaklee team, and successful candidates are ambitious, pioneering, fair, precise, and passionate about the future of Ireland’s Housing sector and placemaking.
Open Roles
Apply Here:
Job Title: Housing Officer
Department: Housing & Customer Services
Reports to: Senior Housing Officer
Location: Dublin Head Office (Brunel Building, Dublin 8) / Kilkenny
Office, Kilkenny City and Hybrid.
Contract type: Permanent
Contract hours: 37 hours per week
Salary Range: €57,756 - €64,568
Travel: The post requires a full valid driving license
Reporting to Job Holder: Scheme Co-Ordinator’s, Cleaning Staff and Administration Staff based in housing developments and offices.
About Oaklee
Oaklee 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.
Equal Opportunities
Oaklee 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.
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 – 22 days per annum
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
Key Responsibilities and Duties
Housing Officers plays a pivotal role in delivering high-quality housing management services across Oaklee developments, ensuring safe, sustainable, and well-managed communities for residents. The post holder is responsible for estate and tenancy management, lettings, rent account management, community development, resident engagement, contractor oversight, and regulatory compliance. Working closely with residents, local authorities, statutory agencies, contractors, and internal teams.
Housing Officers promote tenancy sustainment, addresses tenancy breaches and anti-social behaviour, supports community integration, and contributes to the effective delivery of housing services in line with organisational policies and objectives.
Key Competencies:
Housing & Tenancy Management
Sound knowledge of housing management practices, tenancy sustainment, allocations, and tenancy enforcement.
Estate Management
Ability to manage developments effectively, conduct inspections, and address estate-related issues proactively.
Resident Engagement & Community Development
Proven ability to build relationships with residents, encourage participation, and support community initiatives.
Anti-Social Behaviour Management
Experience investigating complaints, managing tenancy breaches, and working with relevant agencies to resolve issues.
Rent & Arrears Management
Ability to monitor rent accounts, manage arrears cases, and support income collection objectives.
Leadership & Staff Supervision
Experience providing guidance, support, and supervision to staff, contractors, and service providers.
Partnership Working
Ability to develop productive working relationships with local authorities, Gardaí, community organisations, solicitors, and other stakeholders.
Communication & Negotiation Skills
Strong interpersonal, influencing, conflict resolution, and report-writing skills.
Compliance & Governance
Understanding of health and safety requirements, RTB processes, legal compliance, and housing policies.
Planning, Organisation & Digital Skills
Ability to manage competing priorities, maintain accurate records, produce reports, and utilise housing management systems effectively.
Key Responsibilities:
Estate Management
Manage designated developments in accordance with Oaklee and Local Authority Estate Management Policies and Procedures.
Conduct regular estate inspections, complete all required documentation, and identify opportunities for improvement.
Undertake Health and Safety inspections and ensure any concerns are addressed appropriately.
Investigate and respond to resident complaints, nuisance reports, and estate management issues.
Manage anti-social behaviour, tenancy breaches, and neighbour disputes in line with organisational policies and relevant legislation.
Record and investigate incidents of property damage, ensuring appropriate reporting to An Garda Síochána and other relevant agencies.
Work collaboratively with Community Gardaí, Garda Drugs Units, statutory agencies, community organisations, and local stakeholders to promote safe and sustainable communities.
Prepare case files, witness statements, and supporting documentation for cases progressing to the Residential Tenancies Board (RTB) or court proceedings.
Attend RTB hearings and court proceedings as required.
Maintain accurate, up-to-date records relating to estates, tenancies, incidents, and enforcement actions.
Community Development and Resident Engagement
Support residents to establish and maintain effective resident participation structures in partnership with the Tenant Engagement Officer.
Encourage resident involvement and community participation to strengthen community cohesion and integration.
Build and maintain relationships with local community groups and agencies to support residents and promote inclusion.
Signpost residents to external support services and agencies where appropriate.
Assist in the planning and delivery of pre-tenancy training and resident engagement initiatives.
Represent Oaklee at Tenant Forum, Residents' Committee, and community meetings.
Staff and Contractor Supervision
Support the recruitment, induction, and development of new staff in conjunction with the Housing Services Manager and Human Resources Department.
Provide day-to-day supervision, guidance, and support to assigned staff members.
Assist with the training and development of colleagues to ensure consistent service delivery.
Monitor the performance of contractors operating within managed developments and escalate concerns where necessary.
Foster a positive, collaborative, and customer-focused working environment.
Lettings and Allocations
Manage void properties, allocations, and tenancy commencements in accordance with organisational policies, Local Authority requirements, and PPP obligations where applicable.
Develop and maintain effective working relationships with Local Authorities regarding nominations and allocations.
Complete all pre-tenancy assessments, documentation, and tenant induction requirements.
Arrange property viewings and provide prospective tenants with information regarding tenancy agreements, rights, and responsibilities.
Advise applicants on housing options and support services as appropriate.
Complete tenancy sign-ups and ensure accurate communication of tenancy commencements and terminations to relevant departments.
Monitor and report on void performance and allocations activity.
Rent and Income Management
Manage rent accounts using Oaklee's housing management systems and in accordance with Arrears Management Policies and Procedures.
Ensure rent reassessments and changes in tenant circumstances are processed and communicated appropriately.
Provide advice and guidance to tenants regarding rent assessments and charges.
Complete annual rent reviews for an assigned portfolio.
Proactively manage rent arrears and credit balances, implementing early intervention and recovery actions where required.
Prepare case files and liaise with solicitors on arrears cases progressing to RTB or court action.
Produce regular arrears and income management reports for management.
Represent Oaklee at RTB hearings and District Court proceedings relating to rent and tenancy matters.
Housing Management and Administration
Maintain accurate housing management records and tenant files using designated IT systems.
Contribute to policy development, service reviews, and continuous improvement initiatives.
Prepare management reports and provide performance information as required.
Ensure all tenancy, housing management, and property records are maintained to a high standard.
Certify contractor invoices and support procurement activities where required.
Assist with the preparation of tender documentation and service specifications.
Support the management of other Oaklee housing portfolios, including PPP and Cost Rental developments as required.
Out-of-Hours and Emergency Response
Act as a designated key holder and respond to alarm activations and emergency situations.
Coordinate with Emergency Services, contractors, residents, and colleagues to ensure an effective response to incidents.
Support business continuity and emergency response arrangements as required.
Management Company Liaison
Represent Oaklee at Management Company Annual General Meetings and regular board meetings.
Assist in the development and agreement of annual service charge budgets.
Represent Oaklee as a Director on Management Company Boards where required.
Ensure Management Companies operate in compliance with statutory and Companies Registration Office requirements.
General Responsibilities
Participate in training, professional development, and continuous learning relevant to the role.
Adhere to and promote Oaklee's policies, procedures, and values at all times.
Actively support and implement Health and Safety requirements and best practice.
Promote a resident-focused culture and a positive image of Oaklee.
Maintain the highest standards of professionalism, integrity, and confidentiality.
Undertake any other duties commensurate with the level and responsibilities of the post.
Key Skills and Competencies
Essential Educational Qualifications
Third-level qualification in Housing, Property Management, Community Development, Social Sciences, Business, Public Administration or a related field.
Proficient in Microsoft Office applications and housing management systems.
Desirable Educational Qualifications
Professional qualification in Housing Management or Property Services.
PRSA Licence.
Relevant Health & Safety qualification.
Mediation or Conflict Resolution training.
Essential Experience
Minimum 3 years' experience in housing management, tenancy management, estate management, community development, or a related field.
Experience managing rent accounts, arrears and tenancy sustainment cases.
Experience dealing with anti-social behaviour, tenancy breaches, complaints and dispute resolution.
Experience managing allocations, voids and lettings processes.
Experience working directly with residents and community stakeholders.
Desirable Experience:
Experience supervising staff, contractors or service providers.
Experience representing an organisation at RTB hearings, court proceedings or formal legal processes.
Experience within the Approved Housing Body (AHB), Local Authority or social housing sector.
Experience of PPP, Cost Rental or mixed-tenure housing schemes.
Experience serving on Management Company Boards or committees.
Essential Specialist Knowledge
Knowledge of housing management principles and tenancy law.
Understanding of estate management and community development practices.
Knowledge of rent assessment, arrears management and tenancy sustainment approaches.
Understanding of Health & Safety requirements relevant to housing management.
Knowledge of the Residential Tenancies Act and RTB processes.
Desirable Specialist Knowledge
Knowledge of social housing allocations and nomination processes.
Understanding of Management Company governance and service charge budgeting.
Knowledge of procurement and contractor management processes.
Awareness of current housing policy and regulatory developments.
Essential Skills & Aptitudes
Excellent verbal and written communication skills.
Strong interpersonal and relationship-building skills.
Ability to influence, negotiate and resolve conflict effectively.
Strong organisational and time-management skills.
Ability to manage a diverse workload and competing priorities.
Strong report writing, record keeping and case management skills.
IT proficiency and ability to maintain accurate electronic records.
Sound judgement and decision-making skills.
Ability to work independently and use initiative.
Desirable Skills and Aptitudes
Presentation and facilitation skills.
Data analysis and report interpretation skills.
Project coordination or service improvement experience.
Essential Personal Attributes
Resident-focused and customer-centred approach.
Professional, ethical and confidential in all aspects of work.
Resilient and confident in managing challenging situations.
Committed to equality, inclusion and community development.
Flexible and adaptable approach to work.
Strong team player with a collaborative working style.
Desirable Personal Attributes
Demonstrated commitment to continuous professional development.
Experience promoting resident engagement and community participation initiatives.
Essential Circumstances
Full, clean driving licence and access to transport suitable for the requirements of the role.
Willingness to travel and attend developments across the portfolio.
Ability to participate in out-of-hours emergency response arrangements when required.
Desirable Circumstances:
Access to a vehicle for business use.
Apply Here:
Apply Here:
Job Title: Housing Officer
Department: Housing & Customer Services
Reports to: Senior Housing Officer
Location: Dublin Head Office (Brunel Building, Dublin 8) and Hybrid
Contract type: Permanent
Contract hours: 37 hours per week
Salary Range: €57,756 - €64,568
Travel: The post requires a full, valid driving license
Reporting to Job Holder: Scheme Coordinators, Cleaning Staff and Administration Staff based in housing developments and offices.
About Oaklee
Oaklee 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.
Oaklee 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.
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 – 22 days per annum
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
Key Responsibilities and Duties
Housing Officers plays a pivotal role in delivering high-quality housing management services across Oaklee developments, ensuring safe, sustainable, and well-managed communities for residents. The post holder is responsible for estate and tenancy management, lettings, rent account management, community development, resident engagement, contractor oversight, and regulatory compliance. Working closely with residents, local authorities, statutory agencies, contractors, and internal teams.
Housing Officers promote tenancy sustainment, addresses tenancy breaches and anti-social behaviour, supports community integration, and contributes to the effective delivery of housing services in line with organisational policies and objectives.
Key Competencies:
Housing & Tenancy Management
Sound knowledge of housing management practices, tenancy sustainment, allocations, and tenancy enforcement.
Estate Management
Ability to manage developments effectively, conduct inspections, and address estate-related issues proactively.
Resident Engagement & Community Development
Proven ability to build relationships with residents, encourage participation, and support community initiatives.
Anti-Social Behaviour Management
Experience investigating complaints, managing tenancy breaches, and working with relevant agencies to resolve issues.
Rent & Arrears Management
Ability to monitor rent accounts, manage arrears cases, and support income collection objectives.
Leadership & Staff Supervision
Experience providing guidance, support, and supervision to staff, contractors, and service providers.
Partnership Working
Ability to develop productive working relationships with local authorities, Gardaí, community organisations, solicitors, and other stakeholders.
Communication & Negotiation Skills
Strong interpersonal, influencing, conflict resolution, and report-writing skills.
Compliance & Governance
Understanding of health and safety requirements, RTB processes, legal compliance, and housing policies.
Planning, Organisation & Digital Skills
Ability to manage competing priorities, maintain accurate records, produce reports, and utilise housing management systems effectively.
Key Responsibilities:
Estate Management
Manage designated developments in accordance with Oaklee and Local Authority Estate Management Policies and Procedures.
Conduct regular estate inspections, complete all required documentation, and identify opportunities for improvement.
Undertake Health and Safety inspections and ensure any concerns are addressed appropriately.
Investigate and respond to resident complaints, nuisance reports, and estate management issues.
Manage anti-social behaviour, tenancy breaches, and neighbour disputes in line with organisational policies and relevant legislation.
Record and investigate incidents of property damage, ensuring appropriate reporting to An Garda Síochána and other relevant agencies.
Work collaboratively with Community Gardaí, Garda Drugs Units, statutory agencies, community organisations, and local stakeholders to promote safe and sustainable communities.
Prepare case files, witness statements, and supporting documentation for cases progressing to the Residential Tenancies Board (RTB) or court proceedings.
Attend RTB hearings and court proceedings as required.
Maintain accurate, up-to-date records relating to estates, tenancies, incidents, and enforcement actions.
Community Development and Resident Engagement
Support residents to establish and maintain effective resident participation structures in partnership with the Tenant Engagement Officer.
Encourage resident involvement and community participation to strengthen community cohesion and integration.
Build and maintain relationships with local community groups and agencies to support residents and promote inclusion.
Signpost residents to external support services and agencies where appropriate.
Assist in the planning and delivery of pre-tenancy training and resident engagement initiatives.
Represent Oaklee at Tenant Forum, Residents' Committee, and community meetings.
Staff and Contractor Supervision
Support the recruitment, induction, and development of new staff in conjunction with the Housing Services Manager and Human Resources Department.
Provide day-to-day supervision, guidance, and support to assigned staff members.
Assist with the training and development of colleagues to ensure consistent service delivery.
Monitor the performance of contractors operating within managed developments and escalate concerns where necessary.
Foster a positive, collaborative, and customer-focused working environment.
Lettings and Allocations
Manage void properties, allocations, and tenancy commencements in accordance with organisational policies, Local Authority requirements, and PPP obligations where applicable.
Develop and maintain effective working relationships with Local Authorities regarding nominations and allocations.
Complete all pre-tenancy assessments, documentation, and tenant induction requirements.
Arrange property viewings and provide prospective tenants with information regarding tenancy agreements, rights, and responsibilities.
Advise applicants on housing options and support services as appropriate.
Complete tenancy sign-ups and ensure accurate communication of tenancy commencements and terminations to relevant departments.
Monitor and report on void performance and allocations activity.
Rent and Income Management
Manage rent accounts using Oaklee's housing management systems and in accordance with Arrears Management Policies and Procedures.
Ensure rent reassessments and changes in tenant circumstances are processed and communicated appropriately.
Provide advice and guidance to tenants regarding rent assessments and charges.
Complete annual rent reviews for an assigned portfolio.
Proactively manage rent arrears and credit balances, implementing early intervention and recovery actions where required.
Prepare case files and liaise with solicitors on arrears cases progressing to RTB or court action.
Produce regular arrears and income management reports for management.
Represent Oaklee at RTB hearings and District Court proceedings relating to rent and tenancy matters.
Housing Management and Administration
Maintain accurate housing management records and tenant files using designated IT systems.
Contribute to policy development, service reviews, and continuous improvement initiatives.
Prepare management reports and provide performance information as required.
Ensure all tenancy, housing management, and property records are maintained to a high standard.
Certify contractor invoices and support procurement activities where required.
Assist with the preparation of tender documentation and service specifications.
Support the management of other Oaklee housing portfolios, including PPP and Cost Rental developments as required.
Out-of-Hours and Emergency Response
Act as a designated key holder and respond to alarm activations and emergency situations.
Coordinate with Emergency Services, contractors, residents, and colleagues to ensure an effective response to incidents.
Support business continuity and emergency response arrangements as required.
Management Company Liaison
Represent Oaklee at Management Company Annual General Meetings and regular board meetings.
Assist in the development and agreement of annual service charge budgets.
Represent Oaklee as a Director on Management Company Boards where required.
Ensure Management Companies operate in compliance with statutory and Companies Registration Office requirements.
General Responsibilities
Participate in training, professional development, and continuous learning relevant to the role.
Adhere to and promote Oaklee's policies, procedures, and values at all times.
Actively support and implement Health and Safety requirements and best practice.
Promote a resident-focused culture and a positive image of Oaklee.
Maintain the highest standards of professionalism, integrity, and confidentiality.
Undertake any other duties commensurate with the level and responsibilities of the post.
Key Skills and Competencies
Educational Qualifications Essential:
Third-level qualification in Housing, Property Management, Community Development, Social Sciences, Business, Public Administration or a related field.
Proficient in Microsoft Office applications and housing management systems.
Educational Qualifications Desirable:
Professional qualification in Housing Management or Property Services.
PRSA Licence.
Relevant Health & Safety qualification.
Mediation or Conflict Resolution training.
Experience Essential:
Minimum 3 years' experience in housing management, tenancy management, estate management, community development, or a related field.
Experience managing rent accounts, arrears and tenancy sustainment cases.
Experience dealing with anti-social behaviour, tenancy breaches, complaints and dispute resolution.
Experience managing allocations, voids and lettings processes.
Experience working directly with residents and community stakeholders.
Desirable Experience:
Experience supervising staff, contractors or service providers.
Experience representing an organisation at RTB hearings, court proceedings or formal legal processes.
Experience within the Approved Housing Body (AHB), Local Authority or social housing sector.
Experience of PPP, Cost Rental or mixed-tenure housing schemes.
Experience serving on Management Company Boards or committees.
Specialist Knowledge Essential:
Knowledge of housing management principles and tenancy law.
Understanding of estate management and community development practices.
Knowledge of rent assessment, arrears management and tenancy sustainment approaches.
Understanding of Health & Safety requirements relevant to housing management.
Knowledge of the Residential Tenancies Act and RTB processes.
Desirable Specialist Knowledge
Knowledge of social housing allocations and nomination processes.
Understanding of Management Company governance and service charge budgeting.
Knowledge of procurement and contractor management processes.
Awareness of current housing policy and regulatory developments.
Essential Skills & Aptitudes
Excellent verbal and written communication skills.
Strong interpersonal and relationship-building skills.
Ability to influence, negotiate and resolve conflict effectively.
Strong organisational and time-management skills.
Ability to manage a diverse workload and competing priorities.
Strong report writing, record keeping and case management skills.
IT proficiency and ability to maintain accurate electronic records.
Sound judgement and decision-making skills.
Ability to work independently and use initiative.
Desirable Skills & Aptitude
Presentation and facilitation skills.
Data analysis and report interpretation skills.
Project coordination or service improvement experience.
Essential Personal Attributes
Resident-focused and customer-centred approach.
Professional, ethical and confidential in all aspects of work.
Resilient and confident in managing challenging situations.
Committed to equality, inclusion and community development.
Flexible and adaptable approach to work.
Strong team player with a collaborative working style.
Demonstrated commitment to continuous professional development.
Experience promoting resident engagement and community participation initiatives.
Essential Circumstances
Full, clean driving licence and access to transport suitable for the requirements of the role.
Willingness to travel and attend developments across the portfolio.
Ability to participate in out-of-hours emergency response arrangements when required.
Desirable:
Access to a vehicle for business use.
Apply Here:
Apply Here: HRDuo
Job Title: Business Support Coordinator
Department: Asset Management and Property Services
Reports to: Admin Manager
Location: Dublin 8 / Hybrid, with two office days per week
Contract: Permanent, 37 hours per week
Salary Range: L4P1 EUR 57,756 to L4P5 EUR 64,568,
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.
Role purpose
To provide pooled coordination and administrative support across the Asset Management and Property Services function.
The post reports to the Admin Manager, who leads the support function for the wider Property Services and Asset Management teams. Working with a substantial level of day-to-day autonomy within defined procedures and delegated limits, the postholder applies sector knowledge and specialist skills to coordinate assigned work, analyse service information, resolve routine and moderately complex issues, make decisions within authority and contribute to AMPS policies, procedures and controls.
Scope, accountability and judgement
Work with limited day-to-day supervision within the priorities, service standards and authority parameters set by the Admin Manager.
Independently organise, prioritise and progress assigned work, assessing its nature, urgency and administrative requirements and selecting the appropriate procedure, workflow and escalation route.
Coordinate assigned activities from receipt to completion, bringing together input from residents, contractors, consultants, surveyors, technical officers, finance staff and managers.
Analyse service, compliance, programme, contractor and financial information to identify trends, backlogs, recurring failures, data-quality issues, cost variances and emerging risks and recommend appropriate action.
Make decisions within delegated limits, including sequencing work, applying approved service classifications and procurement routes, returning incomplete records, resolving routine discrepancies and confirming when administrative completion criteria have been met.
Exercise judgement where procedures do not fully address the circumstances, drawing on relevant policy, sector knowledge, previous practice, service standards and available evidence.
Remain accountable for the accuracy, quality, completeness and timely progression of assigned work and maintain clear decision records, audit trails and handovers in shared systems.
Work across the full AMPS remit, provide complete cover for colleagues and handle personal, commercially sensitive, financial and property-safety information in line with data-protection and confidentiality requirements.
Key Responsibilities and Duties
Pooled service and workflow coordination
Monitor shared mailboxes, telephone queues, work queues, schedules and trackers; create complete records, coordinate actions, track deadlines and provide clear updates.
Take end-to-end ownership of work allocated from the pool and progress it to completion or formal escalation, applying judgement and maintaining an accurate audit trail.
Analyse pooled workloads, identify capacity pressures, unallocated work and stalled cases and agree adjustments with colleagues to maintain service continuity.
Apply quality checks, review records and reporting inputs and provide procedural guidance and peer support across the pooled team.
Review and draft procedures, process maps, templates and controls; identify gaps or duplication and recommend amendments to the Admin Manager.
Contribute operational evidence to policy and procedure reviews, implement approved changes and monitor their effectiveness in practice.
Support the controlled transfer of activities from technical and operational posts by documenting the process, authority, required skills, controls and escalation route.
Repairs, tenants, complaints and engagement
Provide agreed call-overflow support, capture complete property and contact details, identify vulnerability or access needs, apply approved repair priorities, raise orders within authority and refer emergencies or complex diagnosis promptly.
Coordinate responsive repairs, voids and adaptations, including appointments, contractor instructions, no-access follow-up, resident updates, utilities, variations, completion records and cost information.
Monitor outstanding actions and service delays and coordinate follow-up with the relevant contractor, officer or manager.
Log and acknowledge complaints, maintain response dates, collate case histories, coordinate contributions, issue approved communications and track remedies. The role does not investigate or determine findings.
Support resident surveys, consultation and accessible communications and refer welfare, safeguarding or tenancy-management concerns through the appropriate route.
Coordinate RTB communications and tenancy changes where allocated and maintain access, key-management, out-of-hours and incident records.
Cyclical servicing and compliance administration
Maintain schedules, registers, certificates and evidence for heating and gas, electrical safety, fire systems, lifts, water hygiene, asbestos actions, detectors, heat pumps, ventilation and other recurring services.
Monitor due dates, coordinate appointments and access, record failed visits and follow up missing contractor returns, insurance, remedials, re-inspections and close-out evidence.
Review contractor records for completeness, reconcile information across systems and investigate routine discrepancies.
Identify overdue items, repeated no access, conflicting records, incomplete certificates and potentially high-risk exceptions and refer them promptly to the accountable manager.
Prepare evidence packs, action logs, exception reports and status summaries for contractor meetings, internal assurance, AHBRA Standards assessments and audit.
Collate and validate contractor performance and value-for-money information covering response, completion, repeat attendance, cost, service failure and evidence compliance.
Projects, planned investment, surveying and property onboarding
Coordinate administrative support for planned investment, stock-condition and surveying programmes, including schedules, resident communications, access, procurement records, contractor information, cost trackers and progress returns.
Monitor programme milestones, expenditure, actions and completion records and coordinate follow-up with surveyors, contractors and consultants.
Collate property histories, drawings, photographs, certificates and reports; enter approved stock-condition, component, lifecycle and cost-library information and refer technical discrepancies to the professional owner.
Coordinate new-home onboarding and handover records, including health and safety files, operation and maintenance manuals, commissioning evidence, warranties, keys, meters, snagging and defects-liability actions.
Support taken-in-charge and new-scheme mobilisation by maintaining asset and service schedules, contractor contacts, first-service dates and operational handover actions.
Sustainability, finance, systems and governance
Coordinate support for retrofit, BER, energy, grant and biodiversity workstreams through programme records, communications, appointments, access, contractor information, funding evidence and outcome trackers.
Verify assigned energy bills and maintain BER orders, certificates, energy data, funding claims and associated records.
Maintain approved budget trackers and record commitments, expenditure, accruals, forecasts and programme costs.
Raise work and purchase orders, route invoices, maintain quotations and approvals and reconcile purchase orders, invoices, contractor returns, programme costs and budget records.
Investigate routine discrepancies and provide accurate cost, commitment, accrual, forecast and variance information to budget holders and managers.
Take ownership of the administrative coordination and progression of procurement activity within approved procedures, thresholds and delegated authority, from initial request through to purchase order or contract-file setup.
Apply approved procurement routes and thresholds, coordinate quotations and tender documentation, maintain clarification and evaluation records, monitor approvals and timescales and return incomplete submissions for correction.
Maintain a complete procurement audit trail and escalate exceptions. Technical specifications, tender scoring, supplier selection, expenditure approval, contract award and contractual decisions remain with authorised managers.
Systems, reporting and governance
Maintain ActiveH, SharePoint and approved registers, applying completeness, reasonableness, naming convention versions, retention and access controls.
Prepare and validate weekly and monthly repair, void, contractor, compliance, planned-work, financial and sustainability information for KPIs, dashboards and governance reporting.
Analyse performance information, identify trends and exceptions and prepare concise findings, explanations and recommended actions for AMPS managers.
Challenge missing, inconsistent or unsupported information and coordinate corrections before reports are submitted.
Coordinate meetings, reporting papers, decisions and actions and contribute to audit, data cleansing, system change and service-improvement activity.
Key outputs and measures
Shared queues, cases, programmes and trackers are current, complete and progressed within agreed standards.
Work is distributed across the pooled team and does not depend on knowledge held by one individual.
Routine and moderately complex matters are resolved within delegated limits, with decisions and escalation reasons clearly recorded.
Compliance, financial and programme records pass quality checks with minimal avoidable rework.
Data analysis identifies trends, exceptions and service risks and provides managers with evidence-based recommendations.
Policies, procedures and controls reflect operational learning and approved changes are applied consistently across the pooled function.
Key Skills and Competencies
NFQ Level 6 qualification in business administration, housing, property, finance or a related discipline, or substantial relevant experience in a comparable coordination role.
Substantial experience in housing, property services, asset management, facilities management or another regulated and performance-led setting, with working knowledge of the Irish social and approved housing environment, AHBRA Standards and RTB requirements.
Detailed working knowledge of the controls supporting repairs, compliance, planned works, sustainability, budgets, cost control and procurement coordination, together with sound data-protection awareness.
Demonstrated ability to analyse operational, compliance, programme and financial information, reach evidence-based conclusions and recommend action, using advanced Excel and Microsoft 365; SharePoint, Power BI or ActiveH, or similar housing management systems, is desirable.
Experience exercising independent judgement, making decisions within delegated limits, coordinating several parties, communicating clearly and reviewing or drafting procedures, process maps, templates and service controls.
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