Executive Operations Assistant

New-York-City-Department-of-Citywide-Administrative-Services; New York (NY); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Remote work option

Job summary

New York City Department of Citywide Administrative Services (DCAS) is seeking an Executive Operations Assistant within the Real Estate Services (RES) division. The role supports five Financial Services teams by coordinating projects, reports, and communications across complex real estate processes.

The position involves coordinating workflows for Property Valuations, Lease Administration, and Lease Audit, with heavy focus on data collection, analysis, and stakeholder interface.

Qualifications

• A bachelor’s degree with three years of clerical/administrative experience, including one year in supervisory capacity.
• Associate degree with four years of clerical/administrative experience including one year supervisory.
• High school diploma with five years of clerical/administrative experience including one year supervisory.

Responsibilities

• Coordinate workflows for three teams: Property Valuations, Lease Administration, and Lease Audit.
• Coordinate projects, reports, and communications between five Financial Services teams.
• Research materials and data from public records for real property transactions.
• Interface with architects, appraisers, brokers, landlords, and tenants to gather information.

Skills

MS Office

ARCHIBUS

Strategic thinking

Project management

Strong writing

Education

Bachelor degree

Associate degree

High school diploma

Tools

ARCHIBUS

Job description

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 Real Estate Services (RES) division of DCAS supports City governmental operations by providing services that are responsive to the City’s real estate needs. RES is responsible for the management of 37-million square feet of City-owned and/or occupied real estate, citywide acquisitions (lease or purchase) plus sales and other dispositions of City-owned properties. RES also provides architectural design; space planning and project management; zoning and land use analyses; property valuations and financial analyses of real estate transactions.

In particular, the RES Financial Services team performs property valuations, lease administration, revenue & financial analysis, lease audits, and budget & lease enforcement duties. In so doing, there work supports every unit within RES to accomplish their own missions. This team is comprised of five (5) units of accounting and finance professionals.

Presently, Financial Services is looking for a detail-oriented Executive Operations Assistant to fill this new role. In general, the Executive Operations Assistant will be responsible for the coordination e of projects, reports, and communications, between the five (5) Financial Services teams.

More specifically, the Executive Operations Assistant will be responsible to coordinate workflows for three (3) teams: Property Valuations, Lease Administration, and Lease Audit.

Property Valuations is responsible for performing complex appraisals and feasibility analysis of real estate citywide for both acquisition and disposition. In response to a sustained influx of commercial real estate appraisal requests, this position will be responsible for coordinating all appraisal requests between the clients (i.e., requestors), the appraisal management system (i.e., IPIS), the internal team plus external appraisal vendors.

Lease Administration is responsible for the registration of all commercial real estate leases negotiated by DCAS RES. In addition, responsible for reviewing monthly leasing invoices for compliance and request payments for 60+ commercial lease agreements. In Fiscal Year 2025, the number of commercial real estate agreements being managed will increase to 100+. This position will be required to assist with lease registrations and commercial lease payments on an as needed basis.

Lease Audit is responsible to audit payments made by the City to Landlords in conjunction with the 400+ leases in the DCAS commercial real estate portfolio. This position will be responsible to coordinate communications between Lease Audit, landlords, tenant agencies, and others involved with the leasing process.

Responsibilities include but are not limited to the following:

• Research materials, including public records to collect data and information regarding transactions related to real property.
• Research and collection of information and data, both current and historical, for use in reports prepared by the Financial Services team.
• Research, information pertinent to overall market conditions of all types of real property.
• Obtain source materials by means of research, records examination, published materials, or personal interviews.
• Interface with architects, surveyors, real estate appraisers, brokers, property owners, building managers, banks, engineers, builders, attorneys, local preservation units, government agencies, landlords and tenants.

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 City and CWA1180.

Minimum Qualifications

• 1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
• 2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
• 3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
• 4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

• Proficiency in computer programs such as Word, Excel, PowerPoint and Adobe Acrobat.
• Ability to think strategically and analyze potential issues and alternative solutions.
• Familiarity with commercial leasing and the New York City commercial real estate market.
• Experience with managing complex projects involving multiple stakeholders.
• Comfortable with the preparation of budgets and timelines for real estate projects.
• Familiarity with City of New York processes, rules, and regulations.
• Ability to work independently, as well as part of a team.
• Ability to reprioritize projects & deliverables frequently.
• Strong interpersonal skills and ability to effectively communicate with multiple stakeholders.
• Familiarity with portfolio management data systems such as ARCHIBUS.
• Strong writing and time-management skills.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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.