Property Accountability & Inventory Lead

GAP SOLUTIONS INC; Baltimore (MD); On-site; USD 90,000 - 120,000; Full time

Job summary

GAP Solutions Inc. seeks a Property Accountability Manager to support the National Institute on Drug Abuse (NIDA) within NIH.

The role focuses on property accountability, inventory management, and offshore coordination across multiple buildings, ensuring audit readiness and accurate recordkeeping. Key duties include managing physical inventories, decaling items, maintaining databases, and preparing reports.

Qualifications

• Bachelor’s degree in general business or similar field.
• Minimum of 12 years of experience in Inventory management or shipping and receiving services.
• Skilled in Inventory management or Shipping and Receiving Services
• Practical knowledge of supply principles, concepts, and methodologies
• Experience in database management; deliverable review and acceptance; tracking and reconciliation

Responsibilities

• Provide administrative support for the physical inventory of supplies and equipment
• Document the control of assets within assigned buildings
• Identify and affix an NIH decal to all accountable property items
• Utilize Property Management Portal to track status of accountable assets and resolve discrepancies
• Work with staff on tracking missing properties and discrepancies
• Ensure that all assignments meet audit standards to provide accountability and control for all non-expendable property
• Coordinate and conduct the process of modifying, updating, decaling and entering new property in the Property Management Inventory System
• Track missing property and fill out corresponding paperwork
• Perform receiving activities related to newly acquired and delivered equipment
• Coordinate and conduct entire process of decaling new accountable and non-accountable items
• Assign and physically affix decal numbers to all new accountable equipment in various buildings
• Record relevant information such as serial numbers, model numbers, manufacturers name, building and room number, and accountable user name
• Perform record keeping, prepare paperwork and file as necessary to account for missing accountable property
• Coordinate and assist with the physical inventory and reconciliation process
• Disseminate information and instructions necessary for completion of reconciliation
• Provide administrative support for purchasing, acquisition and inventory
• Process excess inventory for surplus
• Utilize an electronic property management database to record property transactions
• Create and maintain property records
• Support property transaction documents and reports on a current basis
• Maintain a broad range of property management records and maintain reports of all discrepancies and infractions
• Establish and maintain recordkeeping and filing systems related to inventory control via designated inventory system
• Perform regular reviews of un-decaled property queues
• Support de-provisioning activities for equipment
• Review various databases to research missing items, misclassified documents, inappropriate entries, etc., and take steps for correction or deletion
• Set up and format spreadsheets; gather and analyze information; prepare documents
• Input technical information into charts, graphs and spreadsheets for use by various technical and non-technical audiences
• Reconcile undecaled worksheets and new acquisitions
• Review and coordinate record keeping and filing for all property transfers and disposal
• Collect data and vital information and assist in the preparation of a variety of required reports
• Collect data to provide summaries and reports for use in analysis and management decisions
• Review and generate required reports of Institute property
• Document and maintain all personal property records for expendable and non-expendable government-owned property within designated buildings
• Interact with staff to exchange/obtain information to accomplish property related transactions
• Process and record internal and external property transfers
• Generate property passes
• Review documents for trade-in
• Process property transfers including disposal procedures for excess property
• Generate and maintain property passes for staff and offsite repairs
• Surplus and retire excess property per NIH and Institute SOP
• Serve as a resource to assigned programs and administrative staff for property management policies and procedures
• Work with staff in completion of accountability procedures including hands‑on assistance
• Conduct property meetings for program areas and staff
• Serve as Accountable Property Manager for IRP; perform integrated management and control of IRP assigned materials
• Maintain data and information to be used in periodic reports on a monthly, quarterly, and annual basis and special reports as required
• Collaborate with Property Accountability Officer (PAO) at NIDA Headquarters to ensure property coordination and compliance at the IC level
• Advise, guide, and work with Property Custodial Officers (PCO) and Property Users at the IRP to ensure compliance with NIH and IC-specific property regulations and procedures
• Stay abreast of NIH policies, procedures, and technology for the accountable property process at the IRP
• Coordinate the physical inventory of items to resolve discrepancies as well as arrange predetermined cyclic inventory schedule
• Maintain the IRP shipping and receiving department including staff; ensure the safe receiving and distribution of IRP acquired goods
• Determine individual workload requirements; ensure that finished work and methods used are technically accurate and in compliance with instructions or established procedures
• Ensure IRP fleet vehicles and courier service; maintain maintenance schedule and coordinate service actions as required
• Develop courier schedule and provide necessary courier services between the IRP and various NIH and non‑NIH duty stations
• In conjunction with the supervision of the assigned vendor, provide guidance of the work of contractors under the Facilities Management Assistant (FMA) labor category
• Provide oversight in scheduling of the FMAs to ensure accurate coverage daily during business hours
• Develop, communicate and assign Standard Operating Procedures (SOPs) regarding shipping and receiving procedures to be followed by the FMAs
• Assign routes, schedule, and frequency of courier trips to NIH facilities undertaken by the FMAs
• Assign mail delivery tasks to FMAs, including any special pick up or drop off requests
• Conduct team meetings with FMAs to provide and elicit status of tasks
• Work products and documents related to serving as Accountable Property Manager for IRP; integrated management and control of IRP assigned materials; data for reports
• Work products related to collaborating with Property Accountability Officer to ensure property coordination and compliance at the IC level
• Work products related to coordinating physical inventory; resolving discrepancies; arranging inventory schedule; overseeing shipping and receiving; managing receiving and distribution of goods
• Work products related to determining workloads; ensuring finished work is technically accurate and in compliance
• Work products related to overseeing IRP fleet vehicles and courier service; maintaining maintenance schedule; developing courier schedule
• Meeting updates presented to lab members

Skills

Communication skills

Detail oriented

Organizational skills

Education

Bachelor’s degree in general business

Tools

Inventory databases

Job description

GAP Solutions Inc. seeks a Property Accountability Manager to support the National Institute on Drug Abuse (NIDA) within NIH.

The role focuses on property accountability, inventory management, and offshore coordination across multiple buildings, ensuring audit readiness and accurate recordkeeping. Key duties include managing physical inventories, decaling items, maintaining databases, and preparing reports.