Property Officer

About SVP

SVP is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of volunteers and employees, it is strongly committed to working for social justice and advocates the creation of a more just and caring society.

SVP is an equal opportunity employer committed to treating all individuals with dignity and respect. We are dedicated to protecting everyone we encounter from all forms of harm, abuse, neglect, and exploitation, in accordance with Irish equality legislation. All employees are expected to adhere to SVP's Dignity & Respect and Safeguarding policies, including those pertaining to children and vulnerable adults.

The founder of the Society, Blessed Frederick Ozanam, was a devout Christian and his legacy of spirituality remains a key element of the make-up of every Conference within the Society. It is normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at other meetings where members are in attendance as this underpins the ethos of the Society. You are not required to take part.

Purpose of the Role

To ensure that property owned or operated by East Region are adequate, safe, and hospitable for volunteers, visitors, public and staff. To support the Property Services Manager regarding property matters, liaise with external contractors, participate in the planning and management of renovation and fit out of properties; maintenance of all facilities, including health & safety, compliance, fire safety and security.

To ensure that lease renewal, rent review and break clauses are accurately actioned in the best interest of the Society. To inspect properties and carry out conditional surveys. Assist in ensuring that all properties are adequately insured.

Guidance and Authority

The post holder is expected to operate with considerable autonomy, referring matters to their line manager when significant resistance is encountered in implementing good practices or policies, when actions may place stakeholders such as children, vulnerable adults, scheme participants, volunteers, or the Society's reputation at risk, or when decisions could substantially impact the workload of others.

Principle Accountabilities

The role holder will be responsible for:

Fire Safety Compliance

• Ensure compliance with the Fire Services Act 1981 & 2003.

• Ensure compliance with IS 3217 and IS 3218 standards.

Health and Safety Compliance

• Identify and highlight safety risks and liaise with relevant stakeholders to address them.

• Conduct site visits to ensure compliance with health and safety procedures and relevant legislation.

Property Maintenance, Repair and Improvement

• Analyse building defects, including the collection of relevant information and measurements.

• Undertake technical due diligence surveys and prepare associated reports.

• Provide reasoned advice and appropriate recommendations, including the preparation and presentation of reports.

• Act as Contract Administrator and implement procedures necessary for the smooth running of construction contracts.

• Manage procurement processes and oversee appointed specialists and sub-consultants.

• Monitor and report on the progress and quality of building works undertaken by third parties.

• Prepare condition records and schedules of dilapidations, including negotiation with relevant parties.

• Prepare Reinstatement Cost Assessments.

• Advise on the management and supervision of building maintenance, including preparation of Planned Preventative Maintenance (PPM) schedules.

• Liaise with insurance providers to ensure properties are adequately insured.

Legal and Regulatory Compliance

• Conduct site visits to ensure compliance with procedures and legislation.

• Ensure compliance with health, fire safety, planning, building codes, and all other relevant regulations.

Leases and Strategic Location Planning

• Ensure critical lease dates (e.g. renewals, rent reviews, break clauses) are accurately monitored and actioned.

• Maintain up-to-date schedules of lease and licence renewals.

• Liaise with the Property Manager on strategic premises planning and negotiate new or renewed lease agreements.

Other Responsibilities

• Carry out additional duties as required by the Property Manager to support the effective operation of the East Region Property Department.

• Advise stakeholders on available options and propose appropriate strategies, involving Conference members as required, and deliver agreed services to achieve those strategies.

Challenges

There are a number of challenges in this role, largely determined by the scale, complexity, voluntary nature and high levels of local autonomy with the Society.

• Ensuring confidentiality at all times.

• Ensuring a friendly and supportive atmosphere at all times.

Other Information

In addition to the duties and responsibilities listed above, the job holder may be required from time to time to perform other duties as deemed reasonable and necessary by the employer. The job holder may also be required from time to time to work or attend training/meetings at another location. As much notice as is reasonably practicable will be given of any such requirement/change.

Employees are responsible for notifying their manager in writing of any statutory rest period or break to which they are entitled to and were not able to avail of on a particular occasion and the reason for not availing of such rest period or break within one week.

Education, Experience, Knowledge and Skills Required

Qualifications

• Building Surveying, Engineering or Architecture qualification Degree.

• Minimum two years post qualification experience.

Experience

• At least 5 years’ experience in a similar role (with extensive knowledge of conservation or fitout works).

Knowledge

• Knowledge of the Society and of its mission and values.

• Knowledge of needs and issues of the poor and disadvantaged.

• Practical understanding of commercial property and lease agreements.

Skills

• Excellent interpersonal and influencing skills. Ability to build working relationships with both fellow team members and external stakeholders.

• Strong written communication and report writing skills with good attention to detail.

• Excellent written and spoken proficiency in English to produce reports and respond to external stakeholder requests.

• Self-motivated with good organisational, communication and report writing skills.

• Must hold clean full driving licence.

• Strategic approach to problem solving.

• Ambitious, motivated, able to work unsupervised and can operate within a close-knit team.

The person must also demonstrate the following personal attributes:

• Be honest and trustworthy.

• Be respectful.

• Be flexible.

• Demonstrate sound work ethics.

• Confidentiality.

• Other.