Assistant to the Divisional Property Director
salvation army western territoryDenver, CO
Assistant to the Divisional Property Director
L4
salvation army western territoryDenver, CO3 days ago
Occupations
Secretaries and Administrative Assistants, Except Legal, Medical, and ExecutiveAdministrative Services ManagersProperty, Real Estate, and Community Association ManagersAssistant to the Divisional Property Director Under the direction of the Divisional Property Director, the Administrative Assistant to the Divisional Property Director provides administrative and coordination support for divisional property operations. Responsibilities include assisting with documentation related to property purchases, sales, and leases; coordinating schedules, records, and communications for property renovations, remodeling, and construction projects; preparing and tracking required hazardous materials project notifications; and coordinating property-related documentation and communications with Territorial Headquarters (THQ) Legal as directed. The position supports the timely processing of property matters, maintains accurate records, and facilitates communication with field units, vendors, contractors, and other stakeholders. Additional duties and responsibilities will be assigned by the Divisional Property Director.
Duties and Responsibilities include:
- Assist with the administrative coordination of property sales, purchases, and dispositions as assigned and directed by the Divisional Property Director.
- Identify and contact vendors to coordinate maintenance, repairs, and general upkeep of the Divisional Headquarters (DHQ) building and parking areas.
- Coordinate and track required legal reviews of contracts, agreements, and other documentation submitted to Territorial Headquarters (THQ) Property for approval.
- Prepare and organize documentation for weekly property agenda items presented to the Command Finance Council (CFC), as directed by the Divisional Property Director.
- Distribute CFC agenda materials and communicate project requirements, processes, and procedures to vendors, contractors, corps officers, and other relevant parties.
- Provide administrative and scheduling support for maintenance, repairs, and other property-related needs at the DHQ building, including:
- Coordinating service requests and scheduling vendors for necessary repairs.
- Tracking annual maintenance schedules for mechanical equipment and systems.
- Coordinating scheduled service and annual maintenance for the on-site generator.
- Provide administrative support to the Field Assistant (FA), including communicating assignments, tracking progress, and following up on outstanding tasks as directed.
- Provide field units with the checklists, forms, and documentation needed to address property-related requirements.
- Follow up with field units to obtain completed forms, supporting documents, and project updates.
- Maintain regular communication with field officers regarding project status, outstanding documentation, and required next steps.
- Maintain and update the divisional vendor directory, including contact information for HVAC, snow removal, landscaping, plumbing, lighting, janitorial services, painting, electrical work, handyman services, moving, locksmith services, carpet installation, and furniture suppliers.
- Review the vendor directory semiannually for accuracy and document vendor performance concerns for the Divisional Property Director's review.
- Maintain and update the Passport Security System and related access records to support building security.
- Bring significant property-related developments, building code concerns, and compliance issues to the attention of the Divisional Property Director.
- Prepare and maintain monthly project status summaries, as directed, including updates on hazardous materials and other sensitive environmental concerns.
- Maintain the divisional property master files and ensure property-related documents are accurately organized, filed, and uploaded to the designated O: drive locations.
- Process and maintain documentation related to routine and deferred maintenance for Officers' Quarters and corps properties.
- Assist with maintaining the qualified vendor and contractor directory, including monthly reviews and updates as directed by the Divisional Property Director.
- Provide administrative coordination for custodial assignments, mail distribution, and reception duties.
- Maintain an updated list of employees available to assist with telephone coverage as needed.
- Prepare correspondence and supporting documentation for field units and Territorial Headquarters regarding assigned property projects.
- Coordinate the annual recertification of tax-exempt properties and prepare applications for tax-exempt status for newly acquired properties.
- Provide administrative assistance to corps with tax-exemption applications, related documentation, and follow-up on questions or issues.
- Coordinate and track general service contracts for DHQ, including landscaping, snow removal, HVAC, elevators, electrical, and plumbing services.
- Prepare, process, and maintain Use Agreements for CFC through the TSAMM system.
- Maintain accurate employee records related to building keys, Pass Point cards, and parking permits.
- Maintain and update the Upkeep Maintenance Software system, including entering work orders, tracking requests, and updating maintenance records.
- Perform other administrative and property-related duties as assigned by the Divisional Property Director.
Education/Experience:
Associate's degree in engineering or business, or the combination of education and work experience.
Three or more years of administrative or office support experience preferred, ideally involving facilities coordination, vendor relations, contract administration, records management, or property-related operations.
Proficiency in Microsoft Office applications and the ability to learn and maintain property management software, databases, and electronic filing systems.
Skills:
- Demonstrate high level of competency in oral and written communication
- Provide supervision to other employees when directed and provide daily direction concerning priorities
- Demonstrated skill in coordinating projects over a wide geographical area with local representatives
- Demonstrated ability to establish a process to manage multiple priorities
- Familiarity with commonly used real estate documents, terminology, and processes
- Familiarity with basic construction terms, documents, and processes
- Ability to define problems, collect data, establish facts, and draw valid conclusions
- Demonstrated ability to present the material in a concise, cogent manner
- Work base knowledge of Microsoft Office and Lotus Notes
- Working knowledge of integrated database applications and ability to use new software programs with basic training
Qualities:
Able to maintain a professional level of confidentiality in handling complex business matters
Supportive of The Salvation Army's mission
Able to reflect and model the high standards of our organization
Requirements:
- If the position requires driving:
- The employee must be 21 years old at a minimum (for insurance provision) and possess a valid in-state driver's license
- An MVR will be processed every year in accordance with The Salvation Army's policies
Background Check:
Continued employment will be contingent upon a biennial (every two years) background check that is processed in accordance with The Salvation Army's policies Physical: Ability to maneuver, to remain in a stationary position, to grasp, push, pull, and reach overhead, to lift 25 pounds, to access and produce information from the computer, to operate a telephone, to understand written information Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A request to modify or adjust these requirements may be made to your supervisor and HR. The Salvation Army would attempt to satisfy requests if the accommodation needed is reasonable and presents no undue hardship.
Qualifications:
Preferred Education: Associates or better in Business Administration or related field.
Preferred Experience: 3 years: Administrative or office support experience.
Required Licenses & Certifications:
Driver's License Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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Level
MidL4
Location
Denver, CO
Occupation
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
Industry
Nonresidential Property Managers
Posted
3 days ago
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