Portfolio Specialist

NYC Department of Citywide Administrative Services; New York (NY); Hybrid; USD 95,000 - 125,000; Full time

Job summary

NYC Department of Citywide Administrative Services seeks a Portfolio Specialist in the Real Estate Services (RES) line to manage space planning, architectural programs, and furniture coordination for City-owned and leased spaces.

youll use AutoCAD and ARCHIBUS to develop design concepts, space standards, and documentation, coordinating with agencies, designers, and vendors to ensure viable, efficient work environments across multiple City buildings.

Qualifications

• A baccalaureate degree from an accredited college or university and five years of full-time paid experience requiring general knowledge of construction and costs, space planning and leasing procedures.
• Two alternative pathways are described: a high school diploma or GED plus nine years of related experience, with supervisory experience; or an equivalent combination of education and experience.
• Experience with office construction projects, budgets, schedules, and interior finishes is preferred.

Responsibilities

• Pre-Design, Programming and Planning for assigned capital projects.
• Manage and/or assist in space planning and baseline P&Es development.
• Evaluate agency space requests and develop comprehensive architectural programs.
• Apply DCAS space standards consistently across projects.
• Conduct qualitative and quantitative analyses for agency needs via space surveys and interviews.
• Create schematic drawings and documentation to describe design concepts and scope.
• Coordinate furniture packages, procurement, and related services.
• Collaborate with RES units, FMC, and client agencies to ensure viability and client satisfaction.
• Develop and transfer projects to the Design & Project Management unit and provide ongoing problem-solving support.

Skills

Space planning

Leadership experience

Budgeting

Client coordination

Education

Bachelor's degree in a related field

High school diploma + 9 years of related experience, supervisory

Tools

AutoCAD

ARCHIBUS

Excel

Word

BlueBeam

Adobe Acrobat

Photoshop

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 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 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) Line of Service of the Department of Citywide Administrative Services (DCAS) is the real estate arm of the City of New York responsible for services such as leasing and acquisitions, architectural design and project management, real estate planning and dispositions, zoning and land use analyses, enforcement of space standards in office design and overseeing the equitable allocation of over 10 million square feet of privately owned space and 10 million square feet of City-owned space for agency use.

The Workplace Services Unit is tasked with creatively applying space standards to projects in leased and City owned space while developing workplace strategies that lead to improved office operations in order to support the work of our City workforce and leverage modern day office technologies. The unit oversees the development of architectural programs to ensure the design of the work environment is inclusive, inspiring, reflective of the City’s mission, safe, accessible, and functional. In addition, the group oversees the coordination of office furniture systems and technologies (including structured cabling, network, audio visual and security equipment) for projects in leased space in coordination with the Design & Project Management unit, while providing its own design and project management services for projects in City owned premises limited to interior buildouts. Lastly, the unit supports the work of the Real Estate Services Strategic Planning group by keeping up to date the space standards to reflect current industry trends and best practices in design.

The Portfolio Specialist position is a Design and Project Management role requiring daily use of AutoCAD, in-depth knowledge of space-planning strategies and execution, interior architectural design concepts and development, the ability to create construction drawings, and experience performing construction administration.

Responsibilities

• Pre-Design, Programming and Planning
• Manage and/or assist in space planning.
• Evaluate city agency space requests, existing floor plans, employee rosters, and organizational charts to develop baseline Personnel and Equipment lists (P&Es) for assigned capital projects.
• Consistently apply DCAS Citywide Space Standards as applicable.
• Conduct in-depth qualitative and quantitative analyses through space requirements surveys, site visits, and agency interviews to wholistically understand the agency’s needs, operations, and program. Revise P&Es and develop comprehensive architectural programs based on analyses.
• Serve as liaison to assigned city agencies and endeavor to ensure that their space needs are effectively addressed in project documents. Present and submit documents to agencies and OMB for review and approval.
• Design and Documentation
• Work with colleagues and directors to develop schematic drawings and related documentation to describe overall design concept(s) for assigned projects including precedent images, 2D and 3D design sketches, key architectural elements, reflected ceiling plans, lighting concepts, color palettes, key furniture items, and workstation finishes. Develop phasing plans if required.
• Consult with other RES units and FMC, as well as agency representatives, to evaluate and critique plans and concepts as they are developed to ensure viability, functionality, efficiency, and good design. Ensure agencies' needs are effectively met in the planning and development of the project. Present concepts to client agencies for review and sign-off. Integrate feedback from clients and propose alternative selections and design solutions as required.
• Create small scale design development drawing sets to depict scope of required work, design intent, material selection, furniture layout, data and electrical requirements, for use by in-house cost estimating team and landlord’s general contractor.
• Furniture Design, Coordination and Procurement
• Manage and/or assist in space planning of furniture, as well as furniture selection, specification, and procurement for projects in leased and City-owned space. Follow and implement DCAS Space Standards and City Furniture Requirements Contracts. Work closely with the Workplace Services Team and the Design and Project Management unit as required to coordinate with consultants and end-users.
• Create furniture packages including schedules and plans. Solicit and review quotes from vendors on City Furniture Requirements Contracts. Coordinate power, data, and furniture selections with vendors, consultants, and client agencies. Process Furniture Certificates to Proceed and Furniture Purchase Orders in a timely fashion.
• Perform project contract and general administration duties to ensure proper coordination of furniture with vendors, delivery, and installation on the job site. Manage and communicate with vendors to track progress of purchase orders and delivery dates. Coordinate deliveries and assist end users in receipt and generating furniture punch lists. Coordinate with vendors on punch list completion. Review final invoices for Director’s signature and payment.
• Portfolio Management
• Collaborate with other RES units to conduct site surveys and produce existing building drawings. Create and update architectural floor plans and furniture layouts in AutoCAD as required to document existing conditions for the DCAS portfolio of City-owned buildings and privately leased spaces. Review and evaluate site reports and measurements developed by Tenant Representatives or other RES Units.
• Oversee regular updates and suggestions to the DCAS Citywide Space Standards, P&E and other Programming Templates, Workplace Strategy Guidelines, and Interior FF&E standards in collaboration with the Workplace Services and Design & Project Management teams.
• Intra-Unit Support
• Collaborate with Strategic Planning, Leasing, and Design teams to plan the build out of new spaces. Provide support to the Strategic Planning team on special projects, front-end planning, and conceptual stacking plans.
• Provide support in developing and transferring projects to the Design & Project Management (D&PM) unit.
• Respond to follow up inquiries and participate in problem-solving to assist in the execution of a project.
• Assist Workplace Services colleagues in maintaining organized materials resource center.

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.

Minimum Qualifications

• A baccalaureate degree from an accredited college or university and five years of full-time paid experience requiring general knowledge of construction and construction costs, electronic data processing equipment, telephone communications systems, building standards and leasing procedures, in the evaluation and layout of space in office buildings, garages and other structures used for commercial and industrial purposes, at least two years of which shall have been of a supervisory nature; or
• High school graduation or evidence of having passed an examination for a high school equivalency diploma or the U.S. Armed Forces G.E.D. certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate, plus nine years of full-time paid experience as described in (1) above, at least two years of which shall have been of a supervisory nature; or
• A satisfactory equivalent. However, all candidates must be high school graduates or possess the equivalent as described in (2) above and must have at least two years of supervisory experience as described in (1) above.

Preferred Skills

• Proficiency in computer programs such as Word, Excel, Adobe Acrobat, Adobe Photoshop, BlueBeam and the current version of AutoCAD. - Familiarity with portfolio management data systems such as ARCHIBUS. - Familiarity with workplace strategies. - Experience with selection/specification of furniture selection systems. - Experience with selection/specification of interior finishes primarily for corporate office interiors. Experience with other types of spaces is welcomed but not required. - Familiarity with NYC Building Code and ADA accessibility requirements. - Familiarity developing scopes of work. - Comfortable with the preparation of budgets and timelines for real estate projects. - Experience with assessing existing space for occupancy capability and consolidation/restack potential. - Demonstrated ability to work independently and as part of a team. - Proactive & driven with ability to generate positive solutions and results. - Ability to reprioritize projects & deliverables frequently. - Ability to think strategically and analyze all potential issues and alternative solutions. - Strong interpersonal and customer skills in order to effectively communicate with multiple stakeholders.

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.