Property Assistant

Key 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.
• Maintains 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.
• Maintains Patient Lift Database and coordinates repairs and or replacement as approved by program and or property manager.
• 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.
• 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.