Lease Administration Specialist

Job Description

DCAS's mission is to make city government work for all New Yorkers. From managing New York Citys most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.

Our commitment to equity, effectiveness, and sustainability guides our work providing City agencies with the critical resources and support needed to succeed, including:

- Recruiting, hiring, and training City employees.

- Managing 55 public buildings.

- Acquiring, selling, and leasing City property.

- Purchasing over $1 billion in goods and services for City agencies.

- Overseeing the greenest municipal vehicle fleet in the country.

- Leading the City's efforts to reduce carbon emissions from government operations.

When you work at DCAS, you're not just working for one agency, but in service of them all. It's an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/dcas to learn more about the work we do.

The Real Estate Services (RES) division of DCAS supports the operations of the government of the City of New York by providing services for the Citys real estate needs. RES is responsible for the space planning and management of 37 million square feet, Citywide acquisitions (lease or purchase), sales and other dispositions of City-owned real estate, architectural design and project management, zoning and land use analyses, disposition of 15,000 City-owned lots, property valuation, and financial analysis of real estate transactions.

The RES Leasing unit is responsible for finding space for City agency operations and negotiating leases on behalf of the City as a tenant in buildings that are privately-owned. Leasing's mandate is to negotiate cost effective leases and license agreements and shepherd them through the DCAS process on a timely basis. The transactions must satisfy the client agency's requirements and must conform to the City's policies and procedures.

We are seeking to hire 1 Lease Administration Specialist.

Maintenance of Data Integrity

- Enter and maintain accurate data in several different computer programs used by the Leasing & Acquisitions Unit in their day-to-day operations, including Project Tracking, IPIS, IPIS Suite, ARCHIBUS as well as various Excel and Access reports.

- Populate and compile accurate data from these systems as needed by the Leasing & Acquisitions Unit and other units in RES.

Maintenance of Central Files

- Scan all leases, licenses, permits, renewal option notices, termination notices, estoppels, and other notices, and upload into ACRES Document Management.

- Ensure that the various databases leveraged by the Leasing & Acquisitions team maintain data consistency.

Triage Mayoral Agency Requests for Space

- Create a forward-look report, analyzing which leases will be expiring in the next 24 months and the next 36 months.

- Communicate with OMB on the status of conceptual approval for lease transactions.

- Create and assign/reassign projects in the ACRES and IPIS databases.

Leasing Support for Workload Management

- Reconcile on a regular basis leasing projects that have been conceptually approved but not assigned

- Remove projects that are older than 6 months without OMB approval and inform all of the relevant stakeholders of this status change

Other Leasing Support Duties

- Assist other teams within Real Estate Services on the bi-annual COLP exercise.

- Provide information for FOIL Requests.

- Coordinate with MOCS on all submissions to Real Property Public Hearings.

- Collect, monitor and compile for the Comptrollers office Admin code 6-130 certification submissions from landlords.

- Ad-hoc tasks as assigned by senior management.

Flexible Work Update:

This position may be eligible for remote work up to two days per week, pursuant to the Remote Work Pilot Program agreed to between the City and DC37.

To Apply:

Please go to cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID #607589.

NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED.

NOTE: ONLY THOSE CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.

Qualifications

1. A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time, progressively responsible experience in real property management, at least 18 months of which must have been in a managerial capacity involving the supervision of a large staff of property management agents and/or housing development specialists and requiring independent decision-making concerning program management or planning, allocation of resources and the scheduling and assignment of work. "Progressively responsible experience" must be demonstrated by a work history of promotions and/or assumption of increasingly responsible duties and assignments. Experience in building construction or renovation; management of residential, commercial, industrial, or waterfront properties, including both renting and operating; or site management in connection with housing or with reconstruction/rehabilitation projects; supervision of receivership, tenant relocation and anti-abandonment work in housing and other properties, and buildings owned, managed, to be acquired by the City, or at risk of being abandoned; or building maintenance will be accepted up to a maximum of three years toward meeting the general requirements; or

2. A baccalaureate degree from an accredited college and four years of experience described in "1" above, including eighteen months of experience in managerial capacity; or

3. A satisfactory combination of education and/or experience equivalent to "1" or "2" above. However, all candidates must have eighteen months of managerial experience. Education at an accredited college or university may be substituted for general work experience (but not for the 18 months of managerial experience described above) at the rate of 60 college semester credits for one year of acceptable experience up to a maximum of 4 years of college for 2 years of experience.

To be acceptable, experience in property management must have included both renting and operating the managed properties. Experience in renting must have included interviewing prospective tenants, qualifying tenants' income and background, and/or assuring that vacancies are ready for occupancy. Experience in operating must have included overseeing maintenance and repair of building operating systems, and overseeing staff to assure that necessary work is properly completed.

To be acceptable, experience in site management must have included on-site rental and maintenance of buildings.

To be acceptable, experience in relocation must have included negotiation with tenants to surrender leases for cash consideration or for an alternative site, and determining tenant eligibility for benefits.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.