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.
Note: This posting is for an existing vacancy that is currently open.
Additional Information
We use AI-supported technology to help sort applications according to role-specific criteria, but all decisions throughout the hiring process are made by human reviewers.
1. 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.
- 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.
2. 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.
3. 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.
1) Qualifications
Formal Education and Experience
- Office Administration Diploma or similar
- Minimum 1-2 years administrative experience
- Previous experience within the field of construction or property management preferred
- Technological skills in Microsoft Office Suite required, some knowledge of basic accounting preferred
- Ability to learn Order Tracking System
Reena is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources.
Reena is a non-profit organization that promotes dignity, individuality, independence, personal growth and community inclusion for people with diverse abilities within a framework of Jewish culture and values.
Reena was established in 1973 by parents of children with developmental disabilities as a practical alternative to institutions. In 1977, Reena began receiving funding from the Ontario Ministry of Community and Social Services and since that time has grown to provide support for hundreds of individuals with developmental disabilities and their families. Reena offers a variety of services including: residential support, respite programs, counselling, therapy and advocacy.
