Tenant Rep Contract Manager

DCAS's mission is to make city government work for all New Yorkers. From managing New York City's 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 56 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 to all of them. It's an opportunity to provide meaningful 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 DCAS Commissioner oversees all functions of the agency, has all the powers and duties of a municipal civil service commissioner, and administers the provisions of the state civil service law with respect to positions in the classified service of the City of New York. The Office of the Commissioner supports the goals, duties, and strategic priorities of the Commissioner, as well as providing oversight and program support to the entire agency through such critical functions as the Executive Team, the Office of Diversity & EEO, and the Office of Strategic Operations.

Responsibilities:

- Obtain from Tenant Reps and monitor adequate supporting documentation (licenses, accreditations, etc.) as it relates to qualifications of Tenant Reps’ staff assigned to DCAS portfolio and any changes to their Prime Project Teams
- Monitor and ensure the performance of all Tenant Reps’ obligations under respective contracts, provide contract enforcement if necessary
- Ensure quality control over Tenant Reps project folders at the end of each leasing project
- Manage relationships between Tenant Reps and DCAS, ensure effective communication between Tenant Reps and DCAS Leasing & Acquisitions, Design and Project Management (D&PM) unit and client agencies Facilities’ staff
- Collaborate with RES Conflict of Interest Officer and DCAS Office of General Counsel on resolving conflict of interest and dual agency situations
- Provide periodic evaluations for Tenant Reps performance under the contract, including development and monitoring of Tenant Reps’ Key Performance Indicators.
- Assign/withdraw projects to/from Tenant Reps as per internal protocols.
- Collect Tenant Reps’ commission agreements, compare negotiated terms to appraisal reports, and issue incentive commission eligibility letters to Tenant Reps
- Work with DCAS Audit unit to ensure that required incentive commission credits are applied to leases negotiated by Tenant Reps.
- Analyze existing Tenant Reps’ protocols, make recommendations to senior staff on process changes, implement new procedures as necessary
- Participate in DCAS and RES related special projects and assignments as needed, bringing organizational and interpersonal skills to facilitate successful project completion.
- Oversee the City 's private leased space portfolio and negotiate all new leases, renewals, terminations, consolidations, assignments and other transactions as well responsible teams.
- Identify and manage the evaluation and acquisition processes for all leases.
- Ensure optimal real estate solutions by collaborating with asset and building management teams to evaluate, select and negotiate terms and lease provisions for prospective locations, as well as
expansions and relocations of existing space.
- Optimize space utilization through partnerships with other units, including DPM and PPM to incorporate needs analysis, workplace and engineering standards, and planning models for interior fit out specifications.
- Develop and execute real estate transaction practices and structures to meet City of New York goals by negotiating Letters of Intent and reviewing construction documents; participating in the drafting of leases, licenses, and other real estate related contracts.
- Interface with key stakeholders, like OMB, City Planning, the DCAS Office of the General Counsel, and other City-wide agencies, as well as critical support resources to ensure and negotiate lease terms and conditions to protect the best interests of the City. This also includes communication with internal teams, e.g. all other units within RES, the Office of Procurement, Office of the Commissioner, Compliance, Fiscal Business Management, Facilities Management, and Building Services.
- Communicate with external real estate brokers, landlords, property managers and tenant representative firms.
- Assist in term sheet negotiation as needed.
- Collaborate and align with unit teams to identify and share best practices, procedures and methodologies.
- Present key real estate options and key strategies to all levels of management during RES meetings.
- Identify prospective real estate opportunities, as well as maintaining professional networks and industry knowledge.
- Prepare and communicate leasing reports, status updates, and other leasing information needed by cross functional teams.
- Process lease documents and communicate with appropriate stakeholders on changes to portfolio.
- Review all lease documents before Commissioner/Executive Deputy Commissioner/Deputy Commissioner signature.
- Review, create, and update lease related template documents.

To Apply:

Please go to www.nyc.gov/jobs, or www.nyc.gov/ess for current NYC employees, and search for Job ID #783734

No phone calls, faxes or personal inquiries permitted. Only those candidates under consideration will be contacted.

Permanent employees in the title and comparable titles and those that are reachable on the civil service list are eligible to apply.

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate in your cover letter that you would like to be considered for the position under the 55-a Program.

ADMINISTRATIVE REAL PROPERTY M - 1004D

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.

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.