Portfolio Specialist

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) division of DCAS supports the operations of the government of the City of New York by providing services for the City’s real estate needs. RES is responsible for the space planning and management of 37 million square feet, Citywide acquisitions (lease or purchase), sales and other dispositions of City-owned real estate, architectural design and project management, zoning and land use analyses, disposition of 15,000 City-owned lots, property valuation, and financial analysis of real estate transactions.

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 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 project management services for jobs 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 serves as liaison to assigned City agencies and endeavors to understand each agency’s operational needs as they relate to real estate to ensure that their space needs are most efficiently met. They work with team members to survey the portfolio of City-owned and leased properties as needed, create, and update architectural floor plans and furniture layouts in AutoCAD of all spaces to document existing conditions, and develop architectural programs and test fits in coordination with the Strategic Planning and Design & Project Management to ensure consistent application of the DCAS Citywide Space Standards as well as proper space utilization. The Portfolio Specialist also supports the Strategic Planning team on special projects front end planning and conceptual stacking plans. In addition, the Portfolio Specialist plays a critical role in transferring projects to the Design & project Management unit for follow up and execution.

Other responsibilities include:

• Pre-Design, Programming, and 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 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 and CTS units, 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.

• 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.

• Surveying and Space Assessment 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.
• 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.
• Design Standards and Templates 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.

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. To Apply: Note: Only employees permanent in the title of Administrative Space Analyst, or those that are reachable via open competitive list call are eligible to apply.

Please go to www.nyc.gov/jobs or www.nyc.gov/ess for current NYC employees and search for Job ID #768476.

No Phone

CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED.

Note:

Only Those Candidates Under Consideration Will Be

CONTACTED.

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 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.
• 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.

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

Candidates selected for an interview will be required to provide portfolio work samples of interior/architectural design and space planning.