Assistant to Divisional Property Director

Assistant 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…