Job Description

Girl Scouts of Southwest Texas (GSSWT) is headquartered in San Antonio, TX and serves more than 14,000 Girl Scouts (girls and adults) across 21 counties in southwest Texas. Girl Scouts is the world’s preeminent leadership development organization for girls, building girls of courage, confidence, and character, who make the world a better place.

The Property Specialist provides property and business support to internal and external customers with quality communications, reports, equipment and supplies in a timely and accurate manner. The Property Specialist partners with the Property Manager to ensure that general needs in the office are met regarding shipping and receiving, postal mail, reservations, supplies, conference room preparation, maintenance of vendors, purchasing and tasks requested of property and business operations for the council.

Essential Duties and Responsibilities:

• Coordinates troop and group reservations for Camp La Jita, ensuring completion and compliance of all required documentation.
• Manages council calendars via Outlook for staff and volunteer room reservations, vehicle reservations, and other facility scheduling needs.
• Maintains relationships with vendors, negotiates pricing, and assists with building and maintaining the Approved Vendor List, vendor profiles, and property asset records within the council’s CMMS platform (Fiix).
• Submits and tracks service tickets in the CMMS (Fiix) and supports ongoing data entry and recordkeeping for property operations.
• Assists the Property Manager with centralized purchasing, entering purchase orders (POs) and processing invoices in the council’s procurement system (Microix).
• Handles all mail operations, including receiving, logging, and distributing deliveries, processing outgoing mail and bulk mailings, and managing postage and delivery accounts.
• Manages inventory and restocks office supplies, paper, copying supplies, and kitchen/coffee supplies to maintain appropriate facility stock levels.
• Monitors and manages the council property email account, routing requests and work orders as needed.
• Records and prepares minutes for Property Committee meetings, ensuring accurate documentation of discussions, motions, and action items.
• Performs additional duties as assigned in support of the council’s mission and operational goals.

NOTE: This job description is not intended to be all inclusive and does not constitute a contract.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education/Experience: Associate’s degree in business administration, facilities management, or a related field preferred; equivalent combination of education and 3–5 years of administrative, facilities, operations, or nonprofit experience will be considered.
• Language Ability: Ability to read and understand general business correspondence, vendor agreements, facility use forms, and council policies. Ability to write professional emails, meeting minutes, and basic reports. Ability to respond professionally to inquiries from staff, vendors, and volunteers.
• Math Ability: Ability to perform basic mathematical operations including addition, subtraction, multiplication, and division. Ability to calculate figures such as discounts, percentages, and simple measurements as needed for purchasing, inventory, and project support.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to prioritize tasks, solve routine problems, and respond to day-to-day operational needs in a professional and timely manner.
• Computer Skills: Proficient with Microsoft Office applications, including Excel, Outlook, and Word. Ability to learn and utilize other software platforms such as Microix (procurement system) and Fiix (CMMS system).

Licensure/Membership Requirements: The employee is required to maintain membership with Girl Scouts of the United States of America throughout the duration of their employment with GSSWT.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• This position primarily performs its duties indoors and is occasionally exposed to outdoors weather conditions and/or moving mechanical parts. 
• The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include heavy visual acuity (close vision, peripheral vision and ability to adjust focus) required to perform such activities as preparing and analyzing data and figures, using a computer and extensive reading and proofing. 
• While performing the duties of this job, the employee is regularly required to talk or hear. 
• The employee is frequently required to sit, stand, walk, use hands to finger, handle or feel, and reach with hands or arms. 
• The employee occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

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