Job Description
Job Title:
Property Management Assistant
Reporting to:
Property Manager
Location:
Toughers, Naas, Co Kildare.
Summary
Vision Ireland (formerly NCBI National Council for the Blind of Ireland) is Ireland's leading national charity dedicated to supporting the growing number of individuals affected by sight loss. Our mission is to provide essential practical and emotional support to over 8,000 individuals and their families. Our retail operations play a crucial role in funding these services, making our Retail Team instrumental to our success
The Property Management Assistant supports the Property Manager in the operational, maintenance, and facilities management of commercial properties, ensuring buildings are safe, compliant, and well-maintained. The role has a strong focus on contractor management, planned and reactive maintenance, statutory compliance, and day-to-day facilities operations, while also supporting landlord & tenant relations and lease administration.
Key Responsibilities
Maintenance & Facilities Management
* Manage and track all maintenance requests, ensuring timely and high-quality completion.
* Oversee preventative maintenance programs and maintain records of service schedules and completed work.
* Manage vendor and contractor relationships: request quotes, schedule work, verify completion, and evaluate performance.
* Support capital improvement projects, refurbishment works, and facility upgrades.
* Conduct property inspections ensuring compliance with fire/life safety regulations, building control, and identifying maintenance issues and Health & Safety concerns
Retail Tenant & Landlord Relationship Management
* Serve as a point of contact for landlords regarding operational issues, maintenance, and facility needs.
* Communicate maintenance timelines, disruptions, and property updates clearly and professionally.
* Support the Property Manager in resolving any landlord/tenant concerns and ensuring a positive tenant experience.
Lease Administration
* Assist in reviewing leases to understand maintenance obligations, operating covenants, and landlord/tenant responsibilities.
* Support critical date tracking (options, renewals, expirations, insurance, compliance documents).
* Maintain lease files, certificates of insurance, and tenant documentation.
* Assist with preparing annual reconciliations and budgets.
Property Operations & Administration
* Maintain property management software (work orders, vendor records, leases, financial tracking).
* Assist with budgeting, expense monitoring, and financial reporting related to facilities and operations.
* Prepare inspection reports, incident logs, contractor evaluations, and compliance documentation.
Experience Required
* 3-5 years of experience in property management, facility coordination, or building operations.
* Strong understanding of building systems (HVAC, electrical, plumbing) and maintenance processes.
* Experience coordinating work orders, contractors, and preventative maintenance schedules.
* Strong communication and customer service skills, particularly working with retail teams.
* Basic understanding of lease terms, landlord/tenant responsibilities, and retail operational requirements.
* Strong organizational and follow-up abilities
Preferred
* Retail property experience (shopping centres, high street retail, mixed-use retail environments).
* Experience with lease administration-critical dates, Service Charge, and compliance tracking
Skills & Competencies
Strong interpersonal and landlord/tenant relations skills
Practical problem-solving and troubleshooting
Ability to interpret lease clauses and apply them operationally
Vendor negotiation and oversight
Time management and prioritization
Detail-oriented recordkeeping/
Ability to work independently and make operational decisionsional Requirements
Full, clean driving license.
Willingness to travel as required.
Flexibility to work outside standard hours when necessary.
This is a unique opportunity for a dynamic property professional to make a meaningful impact, driving both commercial success and social good. If you are a results-driven professional with a passion for property and social change, we invite you to join our mission at Vision Ireland.