Permanent full-time Brunel Building Hybrid
Company Information and Introduction
Job Title: Admin Manager – Asset & Property Services
Department: Asset Management & Property Services
Reports to: Strategic Asset Manager
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% within 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 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 – 25 days per annum plus 3 discretionary days
Employer pension contribution – defined contributions of up to 7%
Permanent Health Insurance (income protection only)
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 build, lead and develop a centralised pooled administrative team supporting Asset Management and Property Services, delivering scalable, resilient and high-quality operational support, driving operational excellence, and acting as the lead for data quality, governance and assurance across all property and asset management related services.
Leadership, development and service delivery
Lead, supervise and deploy the pooled administrative team across Asset Management and Property Services
Allocate and rotate workloads to balance capacity and maintain continuity of service
Actively develop team capability through coaching, mentoring, knowledge sharing and structured self-development
Support progression pathways and skills growth across compliance, sustainability, data, systems and works administration
Build cross-training and shared expertise across workstreams
Encourage strong cross-functional collaboration with Housing, Development, Finance and other operational teams to improve service integration and data quality
Set service standards and drive continuous improvement
Operational reporting and performance support
Provide coordinated administrative support to senior officers and management through the pooled team, delivering timely and accurate reporting inputs and operational assistance
Collate, validate and maintain datasets supporting compliance, works and performance reporting
Develop and maintain dashboards and reporting tools, including Power BI
Produce operational statistics, KPI trackers and management data packs
Systems, SharePoint and document control
Act as super user for housing management and compliance systems
Lead structured SharePoint libraries and digital workflows
Apply ISO-aligned document control practices including version control, naming conventions and audit trails
Maintain controlled templates, registers and evidence repositories
Compliance coordination and governance support
Oversee statutory compliance programme administration and evidence collation
Monitor remedial works tracking and contractor documentation
Maintain regulatory logs and notifiable events registers
Coordinate reporting packs, action logs and audit evidence
Support internal and external audits and follow-up actions
Financial and programme data support
Lead collation and maintenance of lifecycle costing data and component-based cost libraries supporting asset planning and investment decisions
Maintain and update planned programme budgets, cost trackers and financial forecasts
Reconcile programme spend and cost data with Finance and budget holders on a regular basis
Support procurement analysis, cost comparisons and value for money assessments
Track project and programme progress against budgets, timelines and key milestones
Key Skills and Competencies
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.
Strong experience producing datasets, management reports and dashboards
Advanced Excel capability and Power BI experience or certification
Experience using structured digital systems, including SharePoint
Strong leadership, coordination and organisational skills
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.
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