Repairs Desk Specialist: Calm, Detail-Driven Operator

Circle VHA; Dublin; Hybrid; EUR 30,000 - 42,000; Full time

Benefits offered by this job

26 days annual leave

Company pension

CPD support

Bike to Work

Generous sick pay

Job summary

Circle VHA is seeking a Repairs Service Operator to run the day-to-day Repairs Desk. You will assess repairs, raise orders with contractors, keep tenants updated, and close jobs with the correct evidence. You will also verify invoices and maintain accurate repairs data.

The role requires close collaboration with tenants, contractors, Customer Services, Property Managers, and the Repairs Manager. A calm, organised approach and attention to detail are essential.

Qualifications

• Experience in customer service, repairs, housing or facilities roles.
• Experience logging and progressing service requests on a digital system.
• Calm, courteous dealings with customers and contractors.
• Clear written and verbal English updates and reports.
• Strong organisation and record-keeping with prioritisation.
• Familiar with repairs workflows, contractor management and invoice checks.
• Understanding of GDPR and handling personal information.

Responsibilities

• Act as specialist contact for repairs referred by Customer Services or Repairs Desk.
• Log and assess repairs using priorities and response times.
• Apply emergency and out-of-hours procedures and referrals.
• Escalate urgent repairs through approved routes.
• Raise and manage repair orders within contractor arrangements.
• Arrange appointments, access and follow-on works.
• Coordinate defect reports, warranty claims and inspections with Local Authority.
• Provide tracking updates to the Property Manager.
• Keep tenants updated on repairs, including delays and misses.
• Maintain auditable repair records and correct completion evidence.
• Record repair-related complaints and refer via complaints procedure.
• Check work orders and invoices against instructions and rates.
• Report on repairs demand, cost and performance; use dashboards.
• Use workflow tools and AI where helpful, with human judgement for sensitive cases.
• Handle tenant, property and contractor information per GDPR.
• Follow safety procedures and report hazards or safety concerns.
• Maintain procedure notes and provide team cover for Repairs Desk.
• Contribute to service improvements and carry out other duties as needed.

Skills

Customer service

Requests management

Contractor coordination

Written and spoken English

Organisational skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

GDPR/data protection

AI tools familiarity

Education

Housing/Property/Facilities/Business administration qualification or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Circle VHA is seeking a Repairs Service Operator to run the day-to-day Repairs Desk. You will assess repairs, raise orders with contractors, keep tenants updated, and close jobs with the correct evidence. You will also verify invoices and maintain accurate repairs data.

The role requires close collaboration with tenants, contractors, Customer Services, Property Managers, and the Repairs Manager. A calm, organised approach and attention to detail are essential.