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Reporting to: Property Manager/Assistant Property Manager
Job Summary:
Vision Ireland is Ireland's national sight loss agency. Our mission is to transform the lives of people who are blind or vision impaired. We aim to support and empower people and push for breakthroughs in public mindsets and structures to ensure people living with sight loss can live to their full potential.
Vision Ireland currently wish to recruit a Property Administrator on a specific purpose contract.
We are looking for a highly organised and proactive Administrative Assistant with a strong focus on maintenance management for our property portfolio. The role involves coordinating maintenance requests, tracking work orders, managing vendor relationships, and ensuring that all maintenance operations are completed efficiently and on time. This position plays a key part in maintaining the quality and functionality of the retail and service properties.
Maintenance Coordination:
o Serve as the point of contact for retail and services teams regarding maintenance requests.
o Schedule and follow up on all maintenance work orders, ensuring timely and efficient completion.
o Prioritise and track urgent and routine maintenance needs to minimize disruptions for stores and service locations.
o Coordinate with external vendors and service providers for maintenance tasks, repairs, and inspections.
o Assist with obtaining quotes, reviewing contracts, and ensuring vendors comply with agreed-upon terms.
o Maintain a database of reliable contractors and service providers, ensuring they meet the company's standards for quality and safety.
Work Order Management:
o Maintain an organized system for tracking open, closed, and pending maintenance requests.
o Ensure all maintenance work is documented correctly and processed in a timely manner.
o Update property management software or systems to reflect work status and completion details.
Preventive Maintenance:
o Assist in scheduling routine preventive maintenance to avoid larger repair issues and maintain property standards.
o Help monitor maintenance schedules for fire and life safety systems.
Retail & Service Team Relations:
o Communicate with retail and service centre management teams regarding maintenance updates, disruptions, and work progress.
o Handle all concerns related to maintenance, ensuring issues are resolved promptly and professionally.
Property Inspections:
o Assist in conducting regular property inspections to identify maintenance issues or potential problems.
o Prepare inspection reports and coordinate necessary repairs or maintenance
Budget and Billing Support:
o Assist in tracking maintenance-related expenses and work within the department's budget.
o Process invoices for completed maintenance services, ensuring they align with contracts and budgets.
The above is not an exhaustive list. You will be required to be flexible in this role and may be required to perform other tasks and undertake additional duties. These tasks may be outside your normal work area.
The successful person will need the following;
Ideally 1+ years of experience in administrative roles with a focus on maintenance, facilities management, or property management (retail experience is a plus)
Understanding of maintenance procedures, vendor management, and property operations
Excellent organisational skills and attention to detail
Proficiency in Microsoft Office Suite (Excel, Word, Outlook); familiarity with Salesforce desirable but not essential
Strong communication skills, both written and verbal, with the ability to interact with management team, vendors, and other internal teams effectively
Ability to manage multiple tasks and deadlines in a fast-paced environment
A customer service-oriented mindset, with a focus on providing satisfaction and maintenance excellence
Further information for applicants
All applicants must submit a current CV and cover letter outlining your motivation to apply.
The successful candidate will be subject to garda vetting.
Candidates must be eligible to work full-time in Ireland.
Further information about Vision Ireland can be found on our website www.vi.ie
Garda Vetting will be conducted for the recommended candidate as part of the selection process for this post in accordance with theVision IrelandGarda Vetting policy.
Accessibility,Equality,Diversityand Inclusion
Vision Ireland is committed to creating an inclusive environment where diversity is celebrated, and everyone is afforded equality of opportunity.It is our policy to recognise people as a key resource required for successful attainment of the organisation's mission. In support of this, it is important to remember that differences between people, whether devised from their different backgrounds and personalities, cultures and/or their different abilities, can be a source of strength to the organisation.
We welcome, encourage, and embrace people of all backgrounds to include those with disabilities. Accessibility plays a huge part of ensuring that all our employees and service users can access our systems and services with ease and respect, in a supportive environment, enabling all to effectively engage our services and achieve our goalswhether they are an applicant for employment or an employee requiring special facilitation.
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