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Senior Property Management Officer
2 months ago
Senior Property Management Officer
Under the guidance of the Regional Business Services Manager, the Senior Property Management Officer orchestrates and implements the administrative support functions for all agency programs within a designated regional area.
This role encompasses a broad spectrum of facility support tasks, including responsibilities such as property leasing and oversight, spatial planning, managing office relocations, conducting safety and security assessments, coordinating maintenance operations, initiating and managing contracts, overseeing asset management, and executing various other duties to ensure the seamless functioning of regional client service initiatives.
Provides advisory services, direction, and technical support to clients in agency programs. Evaluates program requests and formulates action plans to meet or surpass expectations.
Engages with contractors, lessors, public officials, and both internal and external agency representatives to troubleshoot issues and guarantee ongoing service provision in support of regional programs.
Conducts on-site evaluations and operational analyses in assigned regional office locations to gather data, identify trends, troubleshoot issues, and ensure adherence to building regulations, safety standards, and other relevant facility criteria.
Compiles reports of findings and offers recommendations for enhancing procedures and initiating innovative practices. Plans, assigns, and/or supervises the work of other personnel. Operates under limited supervision, with significant latitude for exercising initiative and independent judgment.
Essential Job Functions:
Maintains regular and predictable attendance in accordance with agency leave policies and performs additional duties as assigned.
Conducts routine visits to local/field offices to execute facility assessments; ensures that all emergency and routine building issues and safety concerns are identified and addressed promptly; instructs and mentors Local Office Coordinators (LOC) on available services, how to request assistance, supplies, and/or equipment, and the proper monitoring and reporting of safety or security matters; manages all service requests and resolves facility-related issues for assigned offices, including coordinating purchases, contracting repair or maintenance services, initiating emergency or security incident management, addressing accessibility or safety concerns, and intervening on vendor or lessor performance issues; fosters productive relationships with LOCs to facilitate effective service delivery to programs (40%)
Evaluates and reviews space utilization among agencies at assigned offices to identify efficiencies; collaborates with programs on requests for additional space, assessing options for relocation, expanding space, or securing new leases; implements space allocation guidelines across all agencies; recommends the most cost-effective solutions to program and management; oversees space projects through to completion, coordinating with relevant stakeholders such as facility management, agency program management, lessors, contractors, inspectors, movers, and IT support.
(20%)Develops specifications for services and oversees service contracts for regional offices to achieve program agency objectives; service contracts may include janitorial, security, locksmith, electrical, plumbing, HVAC, freight/shipping/postage meters, office equipment supply and maintenance, and carpet cleaning (15%)
Collaborates with warehouse and asset management personnel to facilitate the pickup, transfer, and appropriate disposition of agency records and surplus furniture and equipment.
Assists in annual inventory, locating, scanning, and reconciling reports on controlled assets. (10%)Aids in the development and implementation of policies, procedures, and special projects aimed at enhancing service delivery or addressing regional program needs.
Prepares reports, participates in workgroups, provides technical assistance, manages emergency tasks and assignments, and performs other duties as required to support efficient regional programs serving the public.
(10%)Assigns and supervises the work of other support staff in Business Services. (5%)
Knowledge Skills Abilities:
Familiarity with local, state, and federal laws and regulations pertinent to business services, facility operations, contract management, and procurement.
Understanding of the principles, practices, and techniques of facility management, contract development and oversight, leasing, and state purchasing.
Knowledge of the programs offered by the Texas Health & Human Services agencies.
Proficiency in planning, organizing, implementing, and evaluating large-scale, multifaceted projects and program support activities.
Skill in effective communication, including negotiation, conflict resolution, consulting, training, and report preparation.
Proficiency in utilizing standard agency computer hardware and software, such as Microsoft Office Suite.
Ability to manage multiple tasks with competing deadlines and deliver quality results with a sense of urgency.
Capability to respond to emergency situations (even after hours) that could impact employee and client safety, taking corrective actions to resolve issues.
Ability to identify problems, assess options, and implement effective solutions.
Proficient in both oral and written communication.
Ability to exercise sound judgment and make decisions in line with established policies and procedures.
Ability to cultivate and maintain effective working relationships with customers, peers, management, and external contacts.
Willingness to travel locally and across the state, which may include overnight stays.
