Careers

About Oaklee

Oaklee was established in 2001 with a strong social purpose, a charitable ‘not for profit’ status, and we continue to work to play a significant role in delivering much-needed housing. We are driven by our mission to change people’s lives by providing them with secure and stable homes, which enables them to live, thrive and prosper.

Vision: We aim to provide great homes that are of a high quality in safe vibrant neighbourhoods where our customers receive high quality responsive services that meets their needs and expectations through collaboration with our statutory and voluntary partners to respond to housing and support needs by challenging the norm and constantly seeking out ways to improve and innovate.

Oaklee is an approved housing body, a member of the Irish Council for Social Housing (ICSH), and an active member of the Housing Alliance

Job Title: Office Manager  
Department: Corporate Services 
Reporting To: Director of Corporate Services 
Direct Reports: One
Hours Per Week: 37 office based (post probation some hybrid may be considered) 
Location: Head Office  
Travel: Visiting hubs and schemes as required  

Oaklee is hiring a colleague who is a dynamic and highly organised Office Manager with a strong track record of creating seamless office operations while delivering exceptional customer experiences. Adept at managing administrative functions, budget development and management, coordinating teams, and optimising workflows to support business goals. Known for fostering a welcoming and professional environment, resolving issues efficiently, and going above and beyond to ensure colleagues and visitors feel valued. Committed to upholding high standards of service, accuracy and communication to enhance both internal operations and external satisfaction. 

Key Responsibilities 

1.      Office Management 

1.1.  Ensure the head office is consistently well-maintained, with cleaning, equipment servicing, and maintenance carried out to a high standard on a scheduled basis. Take responsibility for ensuring all our HQ Facilities – kitchen, toilets, coffee machines, water services are always replenished and available. 

1.2.  Regularly review office layout and propose improvements in collaboration with relevant colleagues. 

1.3.  Manage offsite hubs and scheme offices to ensure consistent standards of presentation, branding, customer service and experience across all locations. 

1.4.  Oversee the use of office meeting spaces through digital platforms, resolving booking conflicts proactively in line with business priorities. 

1.5.  Handle all incoming and outgoing mail, including arranging couriers for urgent deliveries. 

1.6.  Deal with any unexpected resident visitors and ensure this is always managed in the most respectful and customer service orientated manner.

1.7.  Drive efficiency by identifying and implementing appropriate automation solutions for administrative tasks across the head office and hubs.

1.8.  Liaising as necessary with building owners and property managers in collaboration with in-house property team colleagues. 

1.      Executive Support 

1.1.  Provide general administrative assistance the Director and colleagues in the Corporate Service team. 

1.2.  Recommend and deliver projects in line with project management standards. 

1.3.  Continuously improve process flows by eliminating inefficiencies and blockers in areas of responsibility. 

 2.      HR & People Coordination 

2.1.   In this role you will be a key part of the CS team and specifically you will be providing ongoing HR administration and reporting support. 

2.2.   You will be expected to gather data, ensure accuracy and run reports for KPI and other HR audit activity.  You will be responsible for ensuring that our governance and statutory requirements are met and maintained on all HR platforms including HR Duo for new hires, ensuring compliance (specifically with data updating, GDPR, Geo-mapping, and working time/flexi time) regulations through regular audits. 

2.3.   Prepare monthly reports, KPIs, and presentations on HR metrics for the HR and Development Manager and the Director of Corporate Services.  

2.4.   Oversee the onboarding and off boarding processes, ensuring timely and consistent diary management and scheduling of these processes in collaboration with new colleagues, line and hiring managers.

2.5.  Coordinate recruitment and training event logistics. 

2.6.   Support new hires during onboarding and respond to employee queries with discretion and professionalism. 

 3.      Vendor Management & Procurement 

3.1.  Manage office vendors and service providers, ensuring alignment with Oaklee’s values and procurement guidelines. 

3.2.  Research and recommend new suppliers, verifying their credentials. 

3.3.  Oversee the procurement process to secure best pricing and service for all necessary office and other (as required) supplies. 

3.4.  Maintain appropriate inventory levels of general supplies across all office and hub locations. 

3.5.  Ensure adequate stock of catering and hospitality items for daily use and visitor hosting, including consumables such as milk, CO2 canisters, and water filters, snacks etc.

 4.      Head Office Utilisation & Attendance 

4.1.  Support managers in ensuring the Head Office remains the primary workplace over other hubs. 

4.2.  Collaborate with managers to coordinate department attendance, ensuring optimal desk availability for team collaboration. 

4.3.  Maintain and monitor fair, consistent application of desk management protocols. 

5.      Event Management & Hospitality 

5.1.  Ensure all Oaklee-hosted events align with the corporate brand and values. 

5.2.  Collaborate with the Marketing and Communications team to support offsite corporate events. 

5.3.  Plan and execute internal colleague and client events within the head office, including concept development, approvals, and logistics. 

5.4.  Support the CEO office and SLT to help deliver hospitality for Board and Committee events in accordance with the Board & Committee schedule. 

5.5.  Organise or support the planning of meetings, conferences, and team-building events. 

6.      Customer Experience (CX) 

6.1.  Ensure all visitors and staff are welcomed, supported, and guided professionally, maintaining a high level of customer experience. 

6.2.  Build strong relationships with Brunel Building reception, property services, and Savills to manage access, egress, parking, and lift issues effectively. 

6.3.  Ensure visitors receive appropriate hospitality, including security access and parking arrangements. 

6.4.  Coordinate with IT to guarantee visitors have appropriate systems and internet access. 

6.5.  Collaborate with the Property Manager and Development team to ensure maintenance and support systems are robust and responsive. 

7.      Budget Management 

7.1.  Prepare the annual office budget for approval, incorporating supporting the budgeting for projected costs for corporate events, training, and development. 

7.2.  Maintain financial control of purchases in line with approved budgets and procurement policies. 

8.      Customer Experience (CX)

8.1.  Developing and implementing strategies that optimise customer satisfaction within our environment.

8.2.  Identifying key touch points in the customer journey and optimising them for improved customer experience.

8.3.  Recommending CX approaches and researching training and solutions to address any CX issues that arise.

8.4.  Communicating with customers personally to understand their needs and feedback

8.5.  Analysing customer feedback and market research, and using that information to make improvements

8.6.  Collaborating with other departments to ensure consistency of customer service

8.7.  Monitoring and reporting on customer satisfaction metrics

8.8.  Implementing where appropriate customer relations campaigns to drive CX

8.9.  Handling and resolving customer complaints or issues in a timely and satisfactory manner.

Qualifications

It is essential that the Office Manager, along with all colleagues has a strong authentic social purpose and is a strong fit for the Oaklee values. 

You will have:

The candidate will have a minimum a degree in Business Administration, Marketing, Communications, HR or a related field.  

• 2-4 years’ experience in office management or senior administrative roles within a fast-paced environment; experience in social housing desirable but not necessary.   

• Demonstratable Intermediate / Advanced proficiency in MSOffice suite (e.g., Outlook, Project Management, Word, Excel) is essential for this role. 

• Excellent standard of written and spoken English which is our corporate language.

• Track record of continuous development.

 You will demonstrate:

• Examples of how you have automated processes or systems successfully bringing people with you.

• Diligent and consistent approach to ensuring excellent customer service and

• Creativity and curiosity to generate alternatives and solve problems.

• Ability to maintain complete confidentiality and always uphold the Oaklee brand and team standards.

• Ability to deliver high performance personally and can motivate others to operate at the same level.

• Ability to work seamlessly in a multicultural and diverse environment.

• Heightened Customer Experience ability and standards.

• Patience and respect for others whilst expecting high standards.

• Excellent organisational and time-management skills

• Active communication skills with a demonstratable ability to understand nuance.    

• A mindset that is progress orientated, proactive, ambitious, customer focused.

• An easy ability to manage relationships successfully, be able to multitask and prioritise, have strong attention to detail

• A clear understanding of the importance of and delivery of human and commercial empathy, and commitment to all company values.

About Oaklee

Oaklee was established in 2001 with a strong social purpose, a charitable ‘not for profit’ status and we continue to work to play a significant role in delivering much needed housing. We are driven by our mission to change people’s lives by providing them with secure and stable homes which enables them to live, thrive and prosper.

Vision: We aim to provide great homes that are of a high quality in safe vibrant neighbourhoods where our customers receive high quality responsive services that meets their needs and expectations through collaboration with our statutory and voluntary partners to respond to housing and support needs by challenging the norm and constantly seeking out ways to improve and innovate.

Oaklee is an approved housing body, a member of the Irish Council for Social Housing (ICSH), and an active member of the Housing Alliance

Job Title: Housing Officer
Job Type: Full-time, Permanent
Department: Housing Operations
Main Scope of Job: Provide high quality resident focused service in tenancy and estate management

Expected hours: 37 per week
Schedule: Monday to Friday
Work Location: Head Office, Brunel Building, Heuston South Quarter, Saint John's Road West, Dublin 8, D08 X01F
Responsible to: Senior Housing Manager

Salary: €56,074 - €62,687

 PURPOSE, ACCOUNTABILITIES AND SCOPE

We are committed to an exciting programme of development and expansion within Oaklee, and we are now seeking to recruit a number of key positions which will play an integral role in driving our agenda of positive change.

Key Responsibilities and Duties:

1 - Estate Management

• Manage developments in accordance with the Oaklee or Local Authority Estate Management Policy.

• Visit developments as required and complete paperwork.

• Record any incidents of nuisance and complaints and take appropriate action.

• Managing Anti-Social Behaviour and other breaches of tenancy as per the Oaklee or Local Authority Policy.

• Recording and identifying causes of damage to property and ensuring it is reported to the Service’s Centre and to the Gardai.

2 - Community Development

• In conjunction with The Tenant Engagement Officer assist residents to set up appropriate structures to optimise the involvement of residents in their scheme.

• Assist tenants to maximise tenant participation to ensure community integration.

• Make contacts with local community groups to ensure that Oaklee schemes integrate into the wider community.

3 - Office Management / Staff and Service Contractors Supervision

• Liaise with the Personnel Department and Housing Services Manager in the recruitment and induction of new staff.

• Supervise the work of staff you are responsible for, provide support and leadership, and report back to the Director of Housing Operations on issues and concerns.

4 - Lettings

• Manage void properties in accordance with Oaklee Business Plan or PPP requirements.

• Develop and maintain effective relationships with the local authorities in regard to the nomination of applicants for vacant properties.

• Interview and assess applicants and make allocation recommendations to The Housing Services Manager.

5 - Rent

• Manage the computerised rent system per Oaklee or Local Authority Arrears Management Procedures.

• Ensure Rent Re-assessments and tenant change of circumstances are reported to the Finance Department.

• Advise tenants with regard to Rent assessments.

6 - Housing Management

• Utilise the I.T. system for the administration and maintenance of all relevant housing management files

• Contribute to policy formulation and Service Reviews.

• Produce reports as required by The Housing Services Manager on housing management for all developments managed.

• Ensure all housing management and tenant files are updated and maintained.

7 - Out of Hours Response

• Act as Key Holder for alarm activations and respond to emergencies.

• Liaise with staff, contractors, and Emergency Services in relation to emergencies.

8 - Management Companies

• Represent the Oaklee at Management Companies AGM and quarterly meetings.

• Set/Agree annual service charge budgets for Management Company on behalf of the Association.

 Key Skills and Competencies:

Essential Criteria

• At least 3 years’ experience in Estate/Tenancy Management or Community Work.

• Excellent communication, planning and organisational skills;

• Flexibility relating to demands of the post.

• IT Experience

• Full Driver's Licence.

Desirable Criteria

• Relevant third Level Qualification in a related field.

• Awareness of Housing Policy and Practice.

• PRSA License

• Knowledge of dispute resolution and The Residential Tenancies Board and Housing Miscellaneous Act.

Closing date for completed applications is 5pm, Wednesday 28th May 2025

Please note, Oaklee Housing reserves the right to create a reserve list following the interview process.

NB: The panel may enhance the criteria in order to facilitate short-listing.

“Oaklee Housing is an Equal Opportunities Employer

About Oaklee

Oaklee was established in 2001 with a strong social purpose, a charitable ‘not for profit’ status, and we continue to work to play a significant role in delivering much-needed housing. We are driven by our mission to change people’s lives by providing them with secure and stable homes, which enables them to live, thrive and prosper.

Vision: We aim to provide great homes that are of a high quality in safe vibrant neighbourhoods where our customers receive high quality responsive services that meets their needs and expectations through collaboration with our statutory and voluntary partners to respond to housing and support needs by challenging the norm and constantly seeking out ways to improve and innovate.

Oaklee is an approved housing body, a member of the Irish Council for Social Housing (ICSH), and an active member of the Housing Alliance

Job Title: Property Assets Administrator
Job Type: Full-time, Permanent
Department: Housing Operations
Main Scope of Job: Essential administrative support

Expected hours: 37 per week
Schedule: Monday to Friday
Work Location: Head Office, Brunel Building, Heuston South Quarter, Saint John's Road West, Dublin 8, D08 X01F
Responsible to: Senior Asset Officer

Salary €40,649 - €45,294

PURPOSE, ACCOUNTABILITIES AND SCOPE

Play a key role in delivering a responsive, resident-focused support service that keeps things running smoothly behind the scenes.
In this dynamic role, you’ll support our Senior Asset Officer and Property Services team with essential admin tasks—from compiling sustainability and energy reports to managing asset data and keeping our systems accurate and up to date. You'll also be the go-to for general enquiries and help ensure management gets the reports they need to make informed decisions.

The goals for this role are:

Administrative Support

• To provide administrative support to the Senior Asset Officer and Property Services Department, including word-processing documents, data input and upkeep of Excel spreadsheets

• To assist the Senior Assets Officer in the tendering and award of Planned & Cyclical Maintenance projects, Retrofit Programme & Disability Adaptions programmes.

• Updating the stock condition database and asset information on the housing management system to ensure an accurate representation of Oaklee’s property portfolio.

• Liaising with the Oaklee Development team in the onboarding of new assets into the Property team’s management, including obtaining the health and safety file and all required certifications therein.

• To take responsibility for raising Building Energy Rating (BER) orders, including raising orders with Oaklee’s contractor, storing and filing certificates on Oaklee’s database.

• To assist in verifying Oaklee’s energy bills to ensure accuracy.

• To assist in communication duties with tenants, colleagues and suppliers via email, post, telephone and face-to-face. 

• To assist in the organisation of workshops and events as per Oaklee’s energy tenant engagement and staff programme

• Dealing with general operations enquiries and referring to others as appropriate

• To keep all other filing and archiving systems/records up to date to ensure accurate information is available to assist in the compilation of information for the Annual Returns, Management Team, Committee and Board reports.

• To take responsibility for minute-taking at team meetings. To schedule and set up meetings in conjunction with the Senior Asset Officer.

• To process invoices for authorisation.

• To administer tenant satisfaction surveys and compile and analyse results for monthly reports

• To collaborate with other administrators and the receptionists to provide a full service to the Operations team and when required provide reception cover at Oaklee’s Office.