Asset Repair Officer Head Office: Phoenix House, Castle Street, Dublin 2 Closing date: Friday 11th July 2025. Role:Asset & Repairs Officer Location: Hybrid working, with office and national site attendance required (Leinster Based) Reporting to: Asset Management / Asset Repairs Co-Ordinator Contract: Permanent, Subject to a six-month probationary period Salary Range: €35,800 - €53,700 Hours: 37.5hrs hours per week over 5 days Leave:26 days Pension: Available on completion of probation Travel: The post requires a valid driving license and the use of a car for business purposes. Expenses policy applicable The Organisation:Circle Voluntary Housing Association was set up in 2003 and is a leading provider of social housing in Ireland. Our vision is to make a real difference by delivering quality homes and innovative integrated housing solutions to individuals and families in Ireland. We are passionate about our people and the delivery of a tenant first service. Our team members are the secret element of our success. Their experiences, competencies, values, knowledge, and perspectives are greatly valued and have significantly contributed to Circle delivering over 2,500 homes. They deliver services to over 5,000 people and help create thriving communities. We are dedicated to finding the right people who embrace our purpose, vision, and values. In return we will support you to learn, grow and excel in an exciting, flourishing, diverse organization. We are committed to fostering an inclusive and collaborative work environment, which values every person who works with us and all of those who live in our homes and communities. Reflecting the growing diversity of the communities in which we work, we welcome applications from people of all cultures, nationalities, genders, members of the LGBTQ+ community and any background traditionally marginalized in society. Key Responsibilities Specifications/Contractor Management: Assist with the specification, tendering and appointment of contractors and construction professionals alike for small programmes of work or one-off minor refurbishment projects. Assist in the procurement and management of the planned and cyclical programme contracts. Liaise with tenants, colleagues and contractors on the cyclical and planned programme at all stages from programme design to completion. Ensure that contractors engaged in providing services to all Circle VHA managed /Local Authority and Circle VHA premises meet the required criteria prescribed in the Circle VHA procurement policy. The Management of relationships with third party providers to ensure continuity in service provision. Negotiating prices with third party providers to ensure value for money is achieved. Delivery of all contracts in terms of quality, price, time and health and safety requirements. Maintain effective site records and report on any potential budget overruns, quality issues, or time delays. Carry out regular quality checks, ensuring delivery of works in line with specification and approve any invoices in line with Circle VHAs internal financial procedures. Monitoring and measuring performance using predefined Key Performance Indicators. Undertake contract management meetings, performance reviews, and contract evaluation as required. Report on all contract progress as required. Repairs Service: Ensure repairs to tenanted and empty properties are ordered, appointed, completed and invoiced in accordance with agreed procedures, contract terms & timescales and the schedule of rates Provide an excellent repairs service to our tenants, ensuring properties are maintained to the highest standards. Work closely with all departments and colleagues to support the delivery of a high-quality repair service. Investigate customer complaints and ensure any necessary steps are taken to address concerns promptly and effectively. Respond to Tenancy Services Officers, contractors, or tenant requests to inspect property related issues where technical input is required. Carry out desk top analysis of repair costs as well as on site quality checks to ensure all service standards are being met and repairs are being delivered cost effectively whilst following Health & Safety policies. Inspect and prepare reports/ specifications on defects and other property condition issues including the development of remedial specifications, tendering and contract supervision. Report on and analyze repair costs and trends to ensure value for money and to shape future planned programmes. Assist the Repairs Manger in the production of regular operation performance reports aligned to KPIs. Make service improvement recommendations to the Director of Asset Management. Carry out a range of surveys to include Condition Surveys and Snag Lists, etc., providing comprehensive reports. Update management information systems accordingly. Validate all asset related data held. Coordinate and seek approvals from Local Authorities and tenants for rechargeable repairs and oversee processes. Support the Asset management team and their functions to ensure all owned and managed properties are serviced and maintained to an acceptable standard. Asset Management Ensure ongoing assurance in respect of legal obligations in respect of Health and Safety including (where applicable): Fire safety Mechanical and Electrical safety Safety, Health and Welfare at Work (Construction) Regulations Water safety Asbestos Awareness Assist in the identification, management and mitigation Circle VHA & Local Authority premises property related risks through effective risk management. Assist the Asset Management team in the co-ordination and delivery of Stock Condition and Energy Surveys along with the collation and analysis of stock data to support future asset investment. Assist the Asset Management Team in the procurement, co-ordination and project management of maintenance and upgrade works across the housing portfolio in accordance with stock condition surveys and the asset investment plan of the company. Assist the Asset Management team with the onboarding of new properties and the operational requirements for pre tenancy. Supervision and Partnerships: Offer adequate levels of supervision to any designated staff, ensuring that the staff members are supported, trained and developed. Ensure staff fulfil all necessary duties and are working effectively to support the departments overall goals. Provide guidance and support to customer services, tenancy, repairs staff, and contractors. provide induction training for new staff. Ensure effective involvement and engagement of tenants and internal and external stakeholders in the delivery of services. Customer Engagement and Satisfaction: Work with colleagues, customers, and partners to develop meaningful opportunities for customer engagement. Encourage and support tenant groups and attend meetings as required. Carry out, participate in and undertake tenant satisfaction surveys with tenants. Promote success stories and good news stories. Ensure a positive and professional image is displayed at all times. Implement company policies and procedures and provide an effective repairs service to tenants. General Provide all services having due regard to the regulatory framework. Ensure that up-to-date and accurate information is maintained on all IT systems. Contribute to developing service plans, team and individual targets and attend and positively contribute to meetings. Liaise with all teams as required to ensure the information is appropriately shared and that tenants receive a seamless service. Attend and positively contribute to team meetings. Attend all organizational training. Provide cover for annual leave or sick leave for other team out all duties observing Circle VHAs policies and procedures. Undertake any other duties that are reasonably commensurate with the level of this post. Key Competencies Tenant engagement Customer care Customer care management. Innovation & Change Management. Influencing and negotiation skills. Statistical analysis. Contract management. Team Working. Delivering against agreed targets Team working Excellent time management skills IT skills [Word, Excel, PowerPoint] Communication Skills Brand Integrity Person Specification Candidates will be shortlisted based on illustrating in their application that they fulfil the following criteria. Examples that demonstrate the ability to fulfil the criteria should be included as well as the competencies below Education and Work Experience Essential Degree in Construction or related area or a min of 3 years construction related experience including site or contract management or Construction trade. Property Management and/or supervising site works programmes Desirable Managing Safely in Construction Certificate Experience of contract management in the construction industry Experience of working with vulnerable customers Member of the Royal Institute of Chartered Surveyors / Chartered Surveyors Ireland Key Knowledge and Skills Demonstrable understanding of the social housing sector Specialist role related knowledge, especially building surveying, contract management & building pathology Knowledge of Health and Safety legislation and compliance within a construction setting Knowledge of fault finding, and repair/maintenance requirements in respect of property and its constituent components and elements Excellent organizational skills and experience in working in a busy and varied environment Able to form and maintain good working relationships at all levels, internally and externally Able to resolve, anticipate and prevent problems Able to take responsibility, working independently and flexibly Excellent written and oral communication skills including report writing and the ability to effectively communicate key updates and decisions to all relevant staff Financial control and budget management skills Proficient use of common IT packages, including Microsoft Word and Excel Excellent Customer/Client Services Delivery. Effective negotiating skills