About us:
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 organisation. 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 marginalised in society.
About role:
The Senior Asset Estates Officer is a key role within the Asset Management team. The role is responsible for the delivery of property management services for developments owned and operated by Circle Housing as well as overseeing the performance and contract management functions within the Asset Management team. The role also encompasses the oversight and co-ordination of the compliance servicing for all Circle owned and managed premises, ensuring that Circle VHA is compliant with all regulatory and legislative requirements relating to our properties and schemes.
Key Responsibilities:
Circle VHA and Local Authority Owned Schemes – Estate Management
* Delivery of a managing agent service, per agreed service contract, to Local Authorities for Local Authority Owned Schemes.
* Preparation of long-term maintenance budgets and monitoring of sufficiency of sinking fund held by company to service requirements from same.
* Preparation of annual plan of management for each scheme along with annual budget and budget explanation documentation for approval by Board/Committee of Circle VHA and Local Authority Owned Schemes.
* Ensuring adequate levels of appropriate insurance is in place for each Circle VHA and Local Authority Owned Schemes.
* Preparing tenders to external contractors for the delivery of service components in line with Circle VHA procurement policy.
* Review and evaluation of tenders submitted by external contractors in line with Circle VHA procurement policy.
* Co-ordinating all service elements of works/services for Circle VHA and Local Authority Owned Schemes.
* Overseeing response repairs and maintenance for Circle VHA and Local Authority Owned Schemes.
* Managing budgeted spends for Circle VHA and Local Authority Owned Schemes and reporting to Leadership Team /Local Authority/Circle VHA Board periodically.
* Preparation and maintenance of Health and Safety statements for each site.
* Oversight of service charges collection for each scheme and reporting on same to Leadership Team /Local Authority/Circle VHA Board periodically.
* Managing facilities for our main Head Office and Satellite Offices.
* Preparation of facilities management budget for Head Office, Satellite Offices and cyclical servicing programmes.
* Contribute to the Circle VHA annual budgeting process through the provision of facilities budgets for Circle VHA premises.
* Review and evaluation of tenders submitted by external contractors in line with Circle VHA procurement policy.
* Co-ordinating all cyclical service elements for Circle VHA owned and managed premises, including but not limited, Gas Servicing, Electrical Testing and Inspection, routine testing of Fire Safety systems. Legionella testing, Lift servicing and other safety related equipment.
* Overseeing response repairs and maintenance to common areas for Circle VHA owned and managed premises.
* Co-ordinating planned maintenance works to Circle VHA owned housing stock.
* Managing budgeted spends for cyclical servicing programmes and reporting to Leadership Team/ Circle VHA Board periodically.
Contactor Management
* 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.
* Administration of contracts with providers of property and facilities services.
* Monitoring and measuring performance using predefined Key Performance Indicators.
* Undertake contract management meetings, performance reviews and contract evaluation as required.
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
* Fall arrest systems
* Asbestos
* Assist in the identification, management and mitigation Circle VHA Local Authority premises property related risks through effective risk management.
* Assist the Asset Manager on the resolution of any significant property related emerging risks (e.g. Fire safety, pyrite etc) and alert the Leadership Team of any newly arising significant risks.
* Assist the Asset Manager 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 Manager 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.
* To co-ordinate the delivery of planned cyclical maintenance programmes as specified in the asset management plan and within the planned budget for the required works.
Management of Staff
* Responsibility for the management of Property Facilities Officers and maintenance staff working within Local Authority any other Circle VHA locations.
* Be responsible for the performance and ongoing development of the Asset Management team and the individuals involved.
* Ensure all staff under your line management hold the required certifications as appropriate e.g. Safe pass.
* Support, educate and develop the team members as required to ensure the continuous improvement of the team.
* Establish and maintain a robust hierarchy of measures at individual and service level that best reflect the ongoing performance of the service and that assist in the ongoing development of the service.
* Actively manage and respond to any changing policy and legislation.
* Ensure all processes and procedures remain fit for purpose.
* Work collaboratively across the organization to achieve shared objectives/ goals.
* Set a strong and consistent leadership role which reflects the values and ethos of Circle VHA, working towards the broader ambitions of the organisation.
Performance Management
* Be responsible for the performance and ongoing development of the Asset Management team and the individuals involved.
* Ensure all staff under your line management hold the required certifications as appropriate e.g. Safe pass.
* Support, educate and develop the team members as required to ensure the continuous improvement of the team.
* Establish and maintain a robust hierarchy of measures at individual and service level that best reflect the ongoing performance of the service and that assist in the ongoing development of the service.
* Actively manage and respond to any changing policy and legislation.
* Ensure all processes and procedures remain fit for purpose.
* Work collaboratively across the organization to achieve shared objectives/ goals.
* Set a strong and consistent leadership role which reflects the values and ethos of Circle VHA, working towards the broader ambitions of the organisation.
Corporate Responsibilities
* Work and positively contribute to the Asset Management team.
* Ensure all activity is aligned to Circle VHA's values and contributes to the purpose of ensuring high quality housing and services.
* Always Adhere to all Circle VHA policies and procedures.
* To always exercise discretion and confidentiality.
* To fulfil all care and high standards regarding both Circle VHA and your own health and safety Obligations
General
* Ensure ongoing reflection of personal development in light of maintaining and enhancing skills and knowledge to meet the current and future requirements of your role.
* Maintain industry insight across all relevant disciplines and respond to changing technology and practice.
* To positively promote Circle VHA in all activities.
* Any other duties which are consistent with your role.
Key Education Work Experience
* Property Services Regulatory Authority license holder Type D.
* Minimum of Degree required in Surveying or related area or significant property/facilities and compliance management related experience with specific knowledge of working with OMC's.
* Willingness to undertake professional development.
* 1 year min. experience of working in a customer service environment
* Member of Royal Institute of Chartered Surveyors/ Chartered Surveyors Ireland.
* Application of in-house, multi-discipline IT packages
* 1-3 Years' experience with suitable qualification or 5 years without.
* Property/Facilities Management.
* Experience of managing a team.
* Experience of contractor management.
Key Skills Knowledge
* Specialist role related knowledge, especially property management contractor management.
* Knowledge of Health and Safety legislation and compliance within a facilities management setting.
* Communication skills –verbal and written, report writing, presentation
* To plan and organize at organizational and personal level.
* Ability to prioritize, work to deadlines and meet targets
* Ability to work with people showing empathy and discretion.
* Able to resolve, anticipate and preventproblems
* Able to take responsibility, working independently andflexibly
* Effective negotiating skills
* Excellent Customer/Client Services Delivery.
* Excellent organizationalskills
* Budget management
* Proficient use of common IT packages, including Microsoft Word and Excel