Property Assistant

Reena • Thornhill, KY

8d • Onsite

About The Position

The Property Services Assistant supports the Property Department by coordinating internal and external resources to ensure efficient service delivery. Reporting to the Property Manager and receiving delegated tasks from the Property Services Coordinator, this role provides administrative and scheduling support, maintains detailed records, and prepares reports to support department operations.

Reena is committed to promoting diversity, equity, and inclusion in all aspects of our work. We believe that diverse perspectives are essential for addressing complex social challenges effectively. We actively engage with individuals and communities from different backgrounds and experiences to ensure our programs and initiatives are inclusive and accessible to all. By embracing diversity, we strengthen our mission and create a lasting impact on the "lives" of those we serve.

Requirements

• Office Administration Diploma or similar
• Minimum 1-2 years administrative experience
• Technological skills in Microsoft Office Suite required
• Ability to learn Order Tracking System
• Creative Problem Solving, Decision Making and Initiative
• Thinks “outside the box” to identify new solutions.

Nice To Haves

• Previous experience within the field of construction or property management preferred
• some knowledge of basic accounting preferred

Responsibilities

• Primary Responsibilities: Regularly reviews the Reena Property Management System (RPMS) for new property requests, issues, and follows up on outstanding items. Uploads relevant documents and updates to RPMS. Coordinates site visits for quotes, maintenance, and installations with external contractors and vendors. Obtain PO# from the procurement for the quotes received from the external contractors and vendors Provide assistance to Procurement with property uniform orders Prepares financial documentation for completed work and expenditures for Property Manager approval. Mains and updates emergency contact lists. Coordinates and schedules property-related meetings; prepares and distributes meeting minutes. Arranges moving services and refuse disposal as needed. Prepare Tenancy and Rental agreements Maintain the inventory for the water heaters, ceiling lifts and hospital beds Assists in obtaining building and construction permits and liaises with inspectors. Distributes and track location keys and Access cards Prepares and submits Ministry infrastructure surveys, Partner Facility reports, and project status updates. Provides mailroom support, including coordinating courier services. Supports general administrative functions as required. Provides assistance to finance administration as needed. Mains Patient Lift Database and coordinates repairs and or replacement as approved by program and or property manager.
• Administrative Responsibilities: Researches and obtains quotes for various property-related services. Prepares reports and compiles data as required by the department, internal stakeholders, or external government bodies.
• General Duties: Maintain confidentiality of sensitive or proprietary information belonging to the employer, individuals, or colleagues. Work collaboratively with others and foster a respectful and inclusive environment. Participate in workplace investigations when required. Participate in all mandatory training. Participate in different committees that support the organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree