Executive Secretary & Property Coordinator

THE SALVATION ARMY•Charlotte, NC

22h•$53,000 - $70,000•Onsite

About The Position

Employee will provide administrative support to Charlotte Area Command and all locations under the Command, specifically finance and property. Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, program profiles, contractor meeting minutes, and policies and procedures as directed by the Area Commander. Employee works closely with all levels within The Salvation Army, Divisional Headquarters and Territorial Headquarters on property related matters, specifically pertaining to insurance claims and reimbursement requests. Employee assists the finance department with assembling information for and follow-up with Reimbursable requests of all kinds.

Requirements

Knowledge of project management
Establish working relationships and the ability to have multiple or a variety of contacts of vendors to secure quotes for a variety of needs at all facilities.
Ability to supervise, lead, and motivate contractors and business associates and to monitor work ensuring compliance with established policies and procedures as well as contract/licensure requirements.
Ability to plan work priorities, evaluate work performance and provide recommendations for improving productivity and efficiency of work.
Ability to provide effective leadership to a variety of internal and external contacts and work cooperatively with superior and staff.
Ability to make sound decisions and resolve operational problems in the absence of Area Commander.
Ability to work effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.
Ability to plan, organize, and prioritize work to accomplish work in compliance with quality standards and deadlines.
Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited or little supervision.
Ability to meet attendance requirements.
Ability to read, write, and communicate the English language.
Ability to concentrate and pay close attention to detail for extended periods of time when reading and preparing reports or resolving operational problems.
Ability to communicate clearly and concisely both orally and in writing.
Bachelor’s degree from an accredited college or university in Business Administration or related field.
Five (5) years progressively responsible experience in property and performing executive level work in a general office setting.
Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Nice To Haves

Maintain Notary Certification to assist with notarizing any document signatures as needed on behalf of the organization.

Responsibilities

Coordinates information and arrangements for all Contractor meetings.
Coordinates all aspects of an insurance claim, from filing until completion.
Schedules and calendars all Insurance Claims meetings, putting together the agenda for all meetings; collects, copies, and collates all reports to be placed in their handout packets; types the minutes of the renovation planning meetings.
Organizes and prepares the binder of information for all attendees at Contractor meetings. Keeps information in binder updated regularly. Orders food for the meeting, picks up food if necessary and makes sure the meeting room is ready.
Maintains, coordinates, and assigns the needs associated with insurance claims for all locations of the Command.
Replies to routine correspondence for the area commander as appropriate with insurance companies, DHQ Property and vendors/business associates in connection with renovation work for insurance claims.
Handle complaints and other inquiries regarding building projects as it relates to contractors on Salvation Army property. Communicates with Army neighbors as needed.
Conducts preliminary meetings and debriefings with contractors used for building projects.
Coordinates strategic meetings, when needed, between contractors and Area Command.
Report all insurance claims related to property matters to Chesterfield Resources and DHQ. Submit to insurance the necessary documentation to refund any monies owed on claim. Maintain a file on claim until claim is closed.
Create and produce, for the Area Commanders, monthly claims sheets with pertinent updates.
Assists the Facilities Department as needed on projects ongoing.
Communicates with contractors, claims adjusters or other business associates related to Insurance Claims.
Submit all paperwork for any new & renewal leases and any agreements for ALL locations to headquarters for appropriate signatures.
Maintains all leases/rental agreements for locations associated with Property claims.
Maintains a list of renewal dates and provides the necessary information to the Area Commander to make informed decisions.
Once document(s) is signed and executed send copies to the vendor and appropriate departments to DHQ/THQ and keep a copy in local file.
Works with the finance director to assemble and coordinate necessary documentation to prepare reimbursable requests.
Obtains copies of all reimbursable packets and forwards all necessary information to the appropriate County, City, Foundation, or appropriate Divisional Headquarters personnel for processing.
Receive proceeds sometimes for forwarding on to Divisional Headquarters and Territorial Headquarters.
Creates check requests for Divisional Headquarters pertaining to Insurance Checks.
Maintains orderly files, electronically and paper, for all reimbursement requests.
Provides follow-up to ensure reimbursements have been received.
Communicate effectively with the housing authority, County and City contacts and other funding agencies when needed for reimbursements.
Assists the Area Commander’s office, when requested, to collect, prepare and submit all documentation for any new vehicle purchase to the fleet.
File for tax exemption to Mecklenburg County.
Assists with adding vehicle to insurance and master vehicle listing with DHQ/THQ. If purchase includes a trade in vehicle – make sure to delete vehicle from insurance and master vehicle list as well.
Assists and submits TSAMM entries for other departments as needed.
Submit all TSAMM items pertaining to Insurance Claims or reimbursable requests.
Schedule final walk-through, develop punch list items and coordinate closing of all Property Insurance Claim cases.
Assist the Area Commander, Facility Department or Property Committee, when needed, in the Army’s ongoing relationship with Architects, contractors and other businesses in building, remodeling, purchasing, selling, and equipping all facilities within the command.
Collect, prepare, and submit all disaster expenses for refund from Divisional Headquarters with appropriate disaster cover sheet stating expense accounts.
Secure bids, when required for any insurance claim projects.
Attend Property Committee Meetings quarterly to provide updates on all open, closed or pending Insurance Claims.
Assists Finance Department in providing all needed items for auditors under their control.
Take minutes at all planning meetings/update meetings with contractors regarding claims projects.
Maintain Notary Certification to assist with notarizing any document signatures as needed on behalf of the organization.
Maintain the files for all claims and other projects as requested by the Area Commander or Finance Director.
Maintain contact lists for all counterparts at various agencies, businesses, funding agencies or city officials when interaction is necessary for requesting reimbursement requests.