Office Manager - DUBLIN - Oaklee Housing Trust

Description

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.

Apply Here