Assistant to the Divisional Property Director

Salvation Army Careers•Denver, CO

About The Position

Under the direction of the Divisional Property Director, the Assistant to the Divisional Property Director provides administrative and coordination support for divisional property operations. The role supports property purchases, sales, and leases; renovation, remodeling, construction, maintenance, and repair projects; hazardous materials notifications; and property-related documentation and communications with Territorial Headquarters Legal and other stakeholders. It helps ensure property matters are processed promptly, records are accurate, and communication with field units, vendors, contractors, and other parties is effective. The position also supports property operations at Divisional Headquarters and across field units, including vendor coordination, contract and tax-exemption documentation, maintenance tracking, building access records, project summaries, and property file management. Additional duties may be assigned by the Divisional Property Director.

Requirements

Associate’s degree in engineering or business, or a combination of education and work experience.
Proficiency in Microsoft Office applications and ability to learn and maintain property management software, databases, and electronic filing systems.
High competency in oral and written communication.
Ability to provide supervision to other employees when directed and daily direction concerning priorities.
Skill in coordinating projects over a wide geographical area with local representatives.
Ability to establish processes for managing 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.
Ability to present material concisely and cogently.
Working knowledge of Microsoft Office and Lotus Notes.
Working knowledge of integrated database applications and ability to use new software programs with basic training.
Ability to maintain professional confidentiality when handling complex business matters.
Support for The Salvation Army’s mission and ability to reflect and model the organization’s standards.
If driving is required: at least 21 years old for insurance purposes, a valid in-state driver’s license, and an annual MVR review in accordance with The Salvation Army’s policies.
Continued employment is contingent on a biennial background check in accordance with The Salvation Army’s policies.
Ability to maneuver, remain stationary, grasp, push, pull, reach overhead, lift 25 pounds, access and produce information from a computer, operate a telephone, and understand written information.
Ability to perform the essential duties with or without accommodation.

Nice To Haves

Three or more years of administrative or office support experience, preferably involving facilities coordination, vendor relations, contract administration, records management, or property-related operations.

Responsibilities

Assist with administrative coordination of property sales, purchases, and dispositions as assigned.
Identify and contact vendors to coordinate maintenance, repairs, and general upkeep of the Divisional Headquarters building and parking areas.
Coordinate and track legal reviews of contracts, agreements, and other documentation submitted to Territorial Headquarters Property for approval.
Prepare and organize documentation for weekly property agenda items presented to the Command Finance Council, and distribute agenda materials.
Communicate project requirements, processes, and procedures to vendors, contractors, corps officers, and other relevant parties.
Coordinate service requests and schedule vendors for repairs and other property needs at the Divisional Headquarters building.
Track annual maintenance schedules for mechanical equipment and systems, and coordinate scheduled service and annual maintenance for the on-site generator.
Provide administrative support to the Field Assistant by communicating assignments, tracking progress, and following up on outstanding tasks as directed.
Provide field units with property-related checklists, forms, and documentation; follow up to obtain completed forms, supporting documents, and project updates.
Maintain regular communication with field officers regarding project status, outstanding documentation, and next steps.
Maintain and update divisional vendor and qualified vendor/contractor directories, review them as directed, and document vendor performance concerns for the Divisional Property Director.
Maintain and update the Passport Security System and related access records.
Bring significant property developments, building code concerns, and compliance issues to the Divisional Property Director's attention.
Prepare and maintain monthly project status summaries, including updates on hazardous materials and other sensitive environmental concerns.
Maintain divisional property master files and organize, file, and upload documents to designated O: drive locations.
Process and maintain routine and deferred maintenance documentation for Officers' Quarters and corps properties.
Coordinate custodial assignments, mail distribution, and reception duties; maintain a list of employees available for telephone coverage.
Prepare correspondence and supporting documentation for field units and Territorial Headquarters regarding assigned property projects.
Coordinate annual recertification of tax-exempt properties and prepare tax-exempt applications for newly acquired properties.
Assist corps with tax-exemption applications, related documentation, and follow-up on questions or issues.
Coordinate and track general service contracts for Divisional Headquarters, including landscaping, snow removal, HVAC, elevators, electrical, and plumbing services.
Prepare, process, and maintain Use Agreements for the Command Finance Council 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.

Benefits

Health insurance
Vision insurance
Dental insurance
Life insurance
Voluntary life and disability insurance
Sick leave: 12 days per year, accruing at one day per month
Vacation: 10 days per year, accrued based on hours worked, excluding overtime
One floating day off, accrued immediately and annually subject to the introductory-period restriction
Pension plan after one year of continuous service
Voluntary tax-deferred annuity plan (403(b))