Space Manager

NYC Department of Citywide Administrative Services; New York (NY); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Remote work option up to two days/week

Job summary

NYC Department of Citywide Administrative Services seeks a Space Analyst to maintain City-owned and leased real estate inventories. You will document occupancy, update CAD drawings, and develop space studies to support redesigns and reallocation efforts.

This role collaborates with Facilities Management, Leasing, and Workplace Services to optimize space utilization and support agency needs across New York City.

Qualifications

• Bachelor's degree or higher and 1 year of space evaluation/layout experience in office buildings or similar facilities.
• Alternatively, a high school diploma with 5 years of related experience and 1 year of space analysis experience.

Responsibilities

• Conduct site visits and walk-throughs to analyze spatial organization and utilization of City real estate.
• Analyze walk-through results to identify spaces for restacking, redesign, or relocation.
• Develop space studies to propose projects for optimizing office space utilization.
• Create and update AutoCAD as-built drawings and furniture layouts.
• Enter floor plans and occupancy data into PPM’s ARCHIBUS database.
• Conduct periodic surveys to ensure accuracy of space inventory data and update CAD/ARCHIBUS files.
• Prepare reports on building data, organizational data, and occupancy.

Skills

Analytical thinking

Interpersonal skills

Data analysis

Education

Bachelor's degree or equivalent

Tools

ARCHIBUS

Excel

AutoCAD

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 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) Line of Service of the Department of Citywide Administrative Services (DCAS) is the real estate arm of the City of New York and consists of six distinct units: Portfolio Planning and Management (PPM), Leasing, Design & Project Management (D&PM), Strategic Real Estate Initiatives, Planning, and Financial Services. The RES Line of Service meets the different real estate needs of City agencies including the following: negotiation of leases; the architectural design and project management for construction and renovations of over 22 million square feet of leased space and 15 million square feet of City-owned space; the acquisition and disposition of real estate; performing zoning and land use analyses; enforcement of space standards in office design; overseeing the equitable allocation of city-owned and leased space for agency use.

The Strategic Planning (SP) Unit leads efforts to consolidate the citywide real estate portfolio, partnering with other teams in RES, City agencies, and the Office of Management and Budget (OMB) to develop and implement projects that deliver cost savings for the City of New York. The Strategic Planning Unit oversees the entire life cycle of a project to consolidate or relinquish space, including creating the initial concept, developing timelines, design documents and cost estimates, obtaining buy-in from agency partners, and managing implementation. The unit also leads process and operational improvements for RES, such as developing RFPs for leased real estate and implementing new technology to enhance project tracking and reporting.

RES Strategic Planning seeks to hire a Space Analyst to fulfill the functions of Space Manager. The Space Manager is responsible for maintaining an inventory of City-owned and leased real estate, documenting changes in occupancy and utilization including creating and updating CAD drawings/architectural floor plans as well as developing and maintaining a comprehensive database of space inventory. The Space Management team is responsible for conducting continuous space surveys to evaluate head count and utilization to ensure optimal use of space. Strategic Planning analyzes results to identify spaces with potential to accommodate additional staff through redesign, consolidation, space reallocation, or relinquishment. Team members work closely with Facilities Management, Leasing, and Workplace Services teams on space management and utilization initiatives, and review opportunities to optimize and create new spaces.

Responsibilities Include

• Responsibility #1: Conduct site visits and walk-throughs to assist in the analysis of the spatial organization and efficient utilization of the City’s real estate portfolio.
• Responsibility #2: Analyze results of walk-throughs to identify spaces with potential to accommodate additional staff through restacking, redesign, and/or relocation. Propose spaces for relinquishment.
• Responsibility #3: Develop space studies to propose projects directed to realizing office space maximum utilization.
• Responsibility #4: Create and update AutoCAD as-built drawings and furniture layouts.
• Responsibility #5: Enter floor plans and occupancy information into PPM’s database using Archibus.
• Responsibility #6: Conduct periodic surveys to ensure the accuracy of the space inventory data and enter updates to AutoCAD and Archibus files.
• Responsibility #7: Prepare reports on building data, organizational data, and occupancy.

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, accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA), and one year of satisfactory, full-time experience in the evaluation and layout of space in office buildings, garages and other structures used for commercial and industrial purposes. Such experience must have included projects requiring knowledge of construction needs and cost, installation of computer equipment and telephone communication systems, and building standards and leasing procedures; or
• 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 experience, as described in “1” above. College education obtained from an accredited college or university accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA), may be substituted for up to four years of experience on the basis of 30 semester credits for one year. However, all candidates must have one year of experience described in “1” above.

To Be Qualified For Assignment To Assignment Level II, Individuals Must Have Two Additional Years Of The Experience Described In "1" Above, As Follows

• A baccalaureate degree from an accredited college, and three years of satisfactory, full-time experience as described in "1" above; or
• A four year high school diploma or its educational equivalent and seven years of satisfactory, full-time experience, as described in "1" above.

Preferred Skills

• Background in architecture or interior design. - Relevant professional experience in office space design and efficient office layout. - Knowledge of portfolio management data systems such as ARCHIBUS. - Ability to analyze and manipulate data for reporting. - Ability to anticipate business needs, define space program requirements, and drive solutions. - Ability to prioritize when unexpected events occur. - Advanced knowledge of MS Office Suite, particularly Excel. - An understanding and interest in urban issues, especially New York City policy and operations. - Strong interpersonal skills and ability to build relationships.

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.

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.