Assistant to the Divisional Property Director

Description Job Title: Assistant to the Divisional Property Director FLSA Status: Full Time - non-exempt Reports to: Divisional Property Director Schedule: Mon- Fri: 40 hoursSupervises: Facilities Assistant Rate of Pay: $23.00 -$27.00 depending on experience Closing Date: 11/6/2026 Benefits: Standard; Full-Time, Non-Exempt employees are eligible for but not limited to the following: - Health, vision, dental, life as well as voluntary life and disability insurance - Sick leave benefit - 1 day per month, 12 sick days per year (accrual and availability begins at hire) - Vacation benefit - 10 vacation days per year, accrued at the rate of .0385 hours for each hour worked, excluding overtime (accrual begins at hire but may not be used until the completion of six months of employment) - One floating day off for use (accrued immediately, and again annually, but may not be used until the completion of the initial three-month introductory period of employment) - Pension Plan (after one year of continuous service) - Voluntary Tax-Deferred Annuity Plan (403(b)plan) Position Summary 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 - 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, j nitorial 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. 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