Tenant Rep Contract Manager

NYC Citywide Administrative Services; New York (NY); On-site; USD 90,000 - 140,000; Full time

Benefits offered by this job

55a Program

Public Service Loan Forgiveness (PSLF)

Job summary

NYC DCAS Real Estate Services seeks an Administrative Real Property Manager to oversee tenant representatives, leasing portfolios, and contract compliance across the City’s real property assets.

The role requires coordinating with RES, D&PM, and client agencies, ensuring quality documentation, and guiding negotiations with tenants and reps. NYC residency is expected; eligibility for the 55-a program is noted.

Qualifications

• Four-year high school diploma and six years of progressively responsible experience in real property management with managerial responsibilities.
• Bachelor’s degree with four years of related experience including 18 months in managerial capacity.
• Experience in managing contracts and knowledge of NYC commercial real estate and leasing processes.

Responsibilities

• Obtain and monitor supporting documentation for Tenant Reps staff and qualifications.
• Monitor Tenant Reps' contract performance and enforce obligations as needed.
• Ensure quality control over project folders at leasing project close.
• Manage relationships among Tenant Reps, DCAS Leasing & Acquisitions, D&PM unit, and client agencies.
• Collaborate with RES Conflict of Interest Officer and DCAS Office of General Counsel on conflicts of interest.
• Provide periodic evaluations for Tenant Reps and develop KPI monitoring.
• Assign or withdraw projects to/from Tenant Reps per internal protocols.
• Coordinate incentive commissions with Tenant Reps and ensure credits are applied.
• Analyze Tenant Reps protocols and propose process improvements.

Skills

Contract management

Tenant relations

Negotiation

Communication

Leadership

Education

High school diploma

Bachelor's degree

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.

DCAS Real Estate Services (RES) is the real estate arm of the City of New York. They are responsible for the acquisition, disposition and reallocation of the City’s real property. DCAS oversees the City’s commercial rental and surplus real estate portfolio, and in addition, negotiates and administers City leases of private property for City agency use. This includes overseeing the design and build-out of leased office space, as well as the strategic management of the City’s office portfolio, which includes both leased and owned offices.

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.

Only individuals who are currently serving permanently in the title of Administrative Real Property Manager, or comparable titles, and those who have passed Administrative Real Property Manager exams #6009 and #6506 are eligible to apply.

ADMINISTRATIVE REAL PROPERTY M - 1004D

Minimum Qualifications

• 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
• 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
• 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.

Preferred Skills

The preferred candidate will bring the following skills and experience to this position:

• Ten years of satisfactory full-time professional experience in managing complex contracts recommended.
• Experience in conflicts-of-interest prevention protocols
• Demonstrated knowledge of the New York City commercial real estate market and commercial leasing process
• Detailed-oriented and flexible to reprioritize projects & deliverables frequently
• Ability to meet tight deadlines and set expectations to a variety of internal and external stakeholders on a continuing basis
• Strong oral and written communication skills
• Familiarity with design & construction process
• Excellent presentation and organizational skills
• Familiarity with City of New York processes, rules, and regulations
• Understanding of corporate processes, policies, procedures, and governance
• Good interpersonal and business relationship 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.