Property Asset Management Administrator

The Salvation Army North & Central Illinois Division; Hoffman Estates (IL); On-site; USD 87,000 - 109,000; Full time

Job summary

The Salvation Army North & Central Illinois Division is seeking a Property Asset Management Administrator to manage GAAP-based financials for multiple properties, oversee capital projects, and optimize CMMS workflows across the division.

You will lead journal entries, depreciation, budgets, and reporting in Archibus and related real estate software while coordinating with IT and vendors to ensure accuracy and compliance. Travel 20-50% is expected.

Qualifications

• Bachelor’s degree in accounting, finance or business administration with GAAP knowledge.
• Seven years of accounting experience, preferably in property management or real estate.
• Experience with Archibus or similar CMMS and property management platforms required.

Responsibilities

• Create and monitor capital asset project work orders and provide monthly reconciliations.
• Maintain CMMS program and act as liaison for the Territory.
• Review maintenance programs, SLAs, and performance metrics annually.
• Prepare forecasts for capital spending and depreciation.
• Enter journal entries for fixed assets and balance sheet accounts.
• Ensure financial reports tie to the general ledger.
• Develop and integrate property records into accounting and reporting systems.
• Mentor property staff and manage time off and coverage.

Skills

GAAP knowledge

Archibus

Acumatica

QuickBooks

AvidXchange

Advanced Excel

Financial reporting

Education

Bachelor's degree in accounting/finance/business

Tools

Microsoft Office

Job description

Turn property, numbers, and technology into meaningful impact! As the Property Asset Management Administrator, you’ll help manage critical property information, support capital projects, maintain essential systems, and improve processes across The Salvation Army. If you’re organized, detail-oriented, and enjoy bringing people, data, and technology together, this is your opportunity to make a difference behind the scenes!

Compensation Range: $87,236 to $109,046/annually, based on experience

The Salvation Army Mission

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Job Objective

Property Asset Management Administrator maintains the General Ledger accounts and business transactions for multiple residential and commercial properties, applying Generally Accepted Accounting Principles (GAAP) and Tax Accounting concepts, which include analytical work and thorough review of financial records. Provide management with financial information such as financial statements and cash flow.

Essential Functions

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of the position. Other job-related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Responsibilities

• Create and monitor capital asset project work orders in property management platform and provide monthly reconciliations on capital investments and associated depreciation.
• Maintain the Division’s CMMS program.
• Provide CMMS (Archibus) support and act as the primary liaison for the Territory.
• Review annually the periodic maintenance programs and SLAs to improve or advance the quality-of-service delivery. Review annually the performance metrics to measure effective operations.
• Provide an annual review of operating practices and SLA’s annually for their effectiveness and efficiency.
• Collaborate with the Divisions/Command on the strategic implementation and utilization of the Archibus software.
• Assist Divisions/Commands annually in the development of property specific multi-year capital budgets.
• Collaborate with outside vendors to complete the following SOW annually:
• Schedule site visits annually to capture equipment that has been replaced or new properties added in the Territory.
• Secure poly line floor plan diagrams and import into the CMMS.
• Secure the Excel PM workbooks for import into Archibus annually.
• Ensure vendor provides, applies, and photo-documents the asset tags for locations not previously identified and for equipment that has been tagged but recently replaced.
• Secure photo-documents of the equipment identified and import into the CMMS annually.
• Secure condition equipment data for sites surveyed and import into CMMS.
• Develop and import any new PMs annually.
• Oversee software upgrades and coordinate software compliance with the Territorial IT Department
• Prepare forecasts for capital spending and depreciation.
• Prepare and enter journal entries for fixed assets, accruals and other balance sheet accounts.
• Ensure financial reports tie to general ledger.
• Develop legal file, property code and legal descriptions for new property records after purchase. Integrate acquisitions into accounting and reporting frameworks into financial and property management platform.
• Confirm details submitted for Construction & Capital Projects/Major Repairs accounting and reporting.
• Process requests for funding and disbursements according to GAAP.
• Process New Market Tax Credit filings for more complex property projects in accordance with filing authority instruction.
• Process all Legal Invoices
• Provide support for assigned units including property accounting issue resolution, policy interpretation, and CMMS issues.
• Identify, test, and implement process improvements in Property/CMMS management platforms to gain efficiencies.
• Develop/update documentation and training materials for existing policies and procedures for all areas of responsibility.
• Mentor and manage the day‑to‑day work product of assigned property staff, perform ongoing job and job performance evaluations, approve timecards and time off requests.
• Manage time off staff shortages with temporary work allocation shifts and coverage.
• Prepare ad hoc projects as needed to support business needs.

Minimum Qualifications

The requirements listed below are representative of the minimal education, experience, certifications, skills, and/or abilities required for this position.

Education & Certifications

Bachelor’s Degree from an accredited institution with degree focus in accounting, finance, or business administration. Equivalent combination of education and years of business experience may be considered. A valid driver’s license is required and must have MVR clearance.

Skills & Experience

• Minimum seven (7) years of progressively increased accounting department experience and responsibility in public accounting or, preferably in commercial property management and construction accounting experience.
• Excellent knowledge of accounting real estate software required; and related accounting platforms such as Acumatica, QuickBooks and/or AvidXchange.
• Knowledge of property management platform (Archibus) is preferred.
• Microsoft Office software suite proficiency required, including advanced Excel use and user knowledge.
• Effective oral and written communication skills; excellent accuracy/proofreading and attention to detail in all work products.
• Proficiency and consistency with prioritizing workload, multi-tasking, working independently with minimal supervision and meeting work deadlines.
• Experience in Real Estate and Property Management.

OR - Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Supervisory Responsibility

Property Clerk

Physical Requirements:

Physical requirements include good speaking, hearing and vision ability, and excellent manual dexterity. Also requires bending, squatting, and walking. May occasionally require standing for extended periods.

Travel

20 – 50%

Working Conditions

Work is performed in a typical office environment. May require some weekend and evening work.

In compliance with the ADA Amendments Act if you have a disability and would like to request an accommodation to apply for this position, please call 847-294-2166.