Lettings Administration Officer

Lettings Administration Officer

Join Our Team at Clúid Housing: Where Your Work Makes a Difference

Why Choose Clúid Housing:

At Clúid Housing, we believe that success is achieved through our dedicated and passionate team. Working with us, you'll enjoy:

• A Dynamic Working Environment: Thrive in a supportive, innovative, and collaborative workspace.


• Good Remuneration: Receive a salary that aligns to your skills and impact.


• Flexible Working Arrangements: We support work-life balance with flexible working options.


• Comprehensive Training and Development Opportunities: Grow professionally with our continuous learning opportunities.


• Strong Employee Benefits: VHI, 10% Pension, 25 days of holiday (+closed for 3 additional days over Christmas) and Good Friday as well as access to an Employee Assistance Programme, and more, ensuring you feel valued and supported.


• An Inclusive Culture: Be part of an organisation that values diversity and Inclusion, recognised with a Silver Award from Investors for Diversity with a number of active employee resource groups.

About Us:

Clúid Housing is at the forefront of providing affordable, quality housing in Ireland, with a vision to create communities where everyone has a great place to live. We're looking for talented individuals passionate about making a tangible impact in people's lives and eager to contribute to social change. 

Lettings Administration Officer Overview:

• Position: Lettings Administration Officer


• Reporting to: Lettings Manager


• Location: Various


• Contract: Fixed Term


• Salary: €32,584 - €44,803

Lettings Administration Officer:

Manage the effective allocation and occupancy of Clúid properties, ensuring a fair, transparent, and efficient allocations and lettings process while supporting residents in commencing their tenancy.

Key Responsibilities:

1.     Void Management

2.     Allocations

3.     Lettings

4.     Administrative Support

5.     Complaint Handling

Void Management:

• Minimise void loss by turning around properties of all tenures for re-lets and newly acquired units within target time and in line with Clúid’s standards.


• Engage closely with the Clúid Works team (Field Team Leaders) to develop a clear understanding of properties within the voids process, ensuring a proactive and efficient approach is taken to property allocations

Allocations:

• Monitor end of tenancy notifications and issue requests to the relevant Local Authority for nominations/allocations for all soon-to-be-void general needs and Clann properties.


• Ensure that properties are advertised on time with accurate information relating to tenure, rents, and service charges.


• Prepare and issue the relevant requests to Local Authorities for upcoming new properties in line with agreed SLAs


• Advertise new or vacant Cost Rental properties in line with agreed timescales and oversee the selection of shortlisted applicants through the keyholder system.
  
  

Lettings:

• Manage the Clúid Lettings inbox, acknowledging and processing all new nominations within service standards and maintaining regular contact with the nominating authority and applicant.


• Manage and ensure accurate completion of all records for new and re-lets, including gathering required information from prospective residents and capturing data in the appropriate system.


• Conduct pre-tenancy eligibility checks with prospective residents to assess applications against eligibility criteria, including organising affordability and rent assessments.


• Identify applications with specific needs or that represent risk, flagging to the Resident Housing Officer who can discuss with the resident at the viewing stage.


• Hand-over eligible cases to the relevant Resident Housing Officer to take forward for viewing


• Support Resident Housing Officers in allocating individual applicants to properties within new developments.

Administrative support:

• Where required, support other administrative functions including void utilities, adaptations and alterations, RTB administration and the annual rent assessment process.


• Undertaken any other duties as required that are consistent with your role.

Complaints and Resident Voice:

• Actively seek out and recognise the Resident Voice as an authority on our services


• Work with customers, management and the Complaints Manager as required to effectively resolve complaints relating to the service area in line with Clúid’s complaints policy.


• Support with the completion of remedial actions or improvement commitments identified through service complaints to drive continuous improvement.

Who we are looking for:

Person specification:

• Knowledge of housing law and tenancy agreements


• Proficient in IT systems, especially Excel and experience of using different IT packages e.g. Management Information and CRM systems


• Good organisational and time management skills, with ability to be flexible and work on own initiative


• Excellent customer service and communication skills


• Excellent problem-solving skills


• Influencing and negotiation skills


• Specialist role related knowledge

Experience / qualifications:

• Previous experience within property lettings, either within the social housing or private rental sector 


• Professional qualification e.g. ICSH/CIH/IAV - desirable


• Previous experience of working in a customer-focused environment


• Proven ability to take ownership of task/project delivery


• Proven ability to engage effectively with residents, with the ability to de-escalate, negotiate, and manage issues


• Identify and report trending issues


• Working in a team environment

Join Us:
At Clúid Housing, you're more than just an employee; you're part of a mission to create lasting social change. If you're ready to contribute to our vision of thriving communities, apply today, and let's make a difference together.