County of Alameda

DESCRIPTION

Under general direction, to plan, coordinate, and supervise the acquisition, disposition, management, operation, maintenance, and repair of certain County buildings and leased properties; and to perform other related duties.

DISTINGUISHING FEATURES

Incumbents in the position of Real Estate Projects Manager work in the General Services Agency and report to either a Facilities Manager in the Real Property Management Division who has overall responsibility for the administration and management of all County leased properties or to the Portfolio Manager who is responsible for managing the County’s capital assets in the Portfolio Management Division.

Positions are assigned County-wide responsibilities for property management and related financial analysis, capital acquisition, project management and space planning services to County Departments. They also negotiate and administer lease agreements ensuring the operation, maintenance and repair of leased facilities.

This class is distinguished from the Facilities Manager assigned to the Real Property Division and the Portfolio Manager in that the Facilities Manager has overall responsibility for the operational responsibility of the countywide property manager and the Portfolio Manager has overall responsibility for the long range strategic planning.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Manages the County’s real estate projects including specifications development, financial analysis, site search, lease or purchase negotiation, Board of Supervisors’ approval and management of needed tenant improvements. Responds to complaints or problems of County departments and follows through with corrective action. Initiates timely payment of rents, adjustments, taxes, and insurance; resolves disputes between tenants and property owners involving terms and conditions of the lease.
2. May manage the portfolio of county-owned buildings maintain ledger with details related to each facility including maintenance records, anticipating capital improvement needs/costs, developing schedule for remodel repairs, recommending options for various property plans/disposal options/acquisition of property.
3. May be responsible for maintaining and updating records related to County Capital Improvement Plan (CIP). Monitors projects approved each year for the CIP, progress on each project and monitoring of financial planning, drafts, upcoming CIP with recommendation for financing, creating rationale for priorities and timeline for projects.
4. Determines a County department’s space needs, and reviews existing County-owned space for placement. Assists in development of master space plan for the County. Oversees the management of tenant improvements including interior architecture, furniture selection, space planning, interior design and manages the installation of furniture and communication systems (voice and data).
5. Reviews and monitors purchase of materials and services for leased properties including approving requisitions; keeps appropriate records regarding purchases and invoices.
6. Evaluates the performance of a contractor performing a service under a contract and recommends changes to the Purchasing Department as indicated by quantity and quality of service provided.
7. In conjunction with other GSA personnel may inspect facilities and authorize repair work, may initiate maintenance work orders and/or requisitions to accomplish modifications and repairs to buildings, grounds or equipment; may investigate reports of needed major repairs to buildings or equipment and the availability of funds; may periodically review preventive maintenance procedures, scheduling and effectiveness; maintains appropriate records; directs completion of the assigned work for approved services; may initiate Interdepartmental Service Orders to other service departments as required.
8. Coordinates various work projects, alterations and outside contract work; helps to develop contracts and specifications for vendors; may serve as project manager for maintenance projects in leased buildings. Conducts bid inspection or compliance to specification, approves contractor invoices and authorizes payment.
9. Participates in judicial or quasi-judicial proceedings.
10. Performs financial analysis to determine lease/buy decisions and to evaluate leasing or purchasing options; analyzes expenses and rent proposals for impact of amortization of tenant improvements and rent increases; gathers and analyzes financial and other data/information to determine best schedules for debt service; provides information to assist in the preparation of annual budget estimates.
11. Communicates with and maintains liaison with other County departments in matters pertaining to their occupancy and the operations, maintenance, and alterations of the leased buildings they occupy. Coordinates and schedules furniture movers and contractors with tenants and Facilities Managers. Resolves leased property disputes and consults with legal counsel when needed.
12. Performs due diligence on prospective properties. Bid, award and coordinate activities with all parties involved in property acquisitions or dispositions. Secures or creates all necessary documents for escrow or lease; consults with County Counsel or outside legal counsel when needed.
13. Conducts presentations to governmental and regulatory agencies, community groups and the Board of Supervisors. Conducts analyses and prepares response on capital project proposals, provides on-going reports on projects, attends meetings and coordinates project work with GSA staff and Board of Supervisors staff, County Administrator’s office staff and other departmental staff.
14. Develops and maintains information systems and creates management reports. Works with Computer-Aided Facilities Management Systems (CAFM) database to develop reports and analyze data.
15. May manage janitorial and other maintenance contracts for leased facilities.

MINIMUM QUALIFICATIONS

Either I
For Real Property Management Division:

The equivalent of eight years of full-time paid experience in the leasing, acquisition, management or development of commercial real estate (Possession of a Bachelor’s degree from an accredited college or university may be substituted for four years of the required experience.)

Of the required experience at least one year must include financial analysis and one year must include project management of tenant improvements including interior architecture; furniture selection, furniture and communication systems (voice and data) installation management.

Completion of the Alameda County Management Academy “Management and Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.

Or II
For Portfolio Management Division:

The equivalent of eight years of full-time paid experience in space management or asset management (which included monitoring space inventory, preparing capital investment plans and overseeing repair and alteration expenditures). At least one year of this experience must have included financial analysis AND four years experience in the implementation and daily operation of Computer aided Facilities Management Systems (CAFM). (Possession of a Bachelor’s degree from an accredited college or university may be substituted for four years of the non CAFM required experience.)

Completion of the Alameda County Management Academy “Management and Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.

License:

Valid California Motor Vehicle Operator's license.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.


Knowledge of:

• Documents used in commercial real estate transactions.
• Real Estate from owner’s perspective including principles and practices of effective commercial property management.
• Proper methods and practices of selecting, leasing and acquiring properties for County use.
• Budget development and tracking, cost control procedures, financial forecasting and fiscal analysis.
• Construction issues related to tenant improvement work.
• Space and furniture planning.
• Configuring office furniture systems.
• Financial forecasting and fiscal analysis; financing mechanisms and debt instruments.
• Project management methods and procedures.
• Planning including plan development, implementation and maintenance.
• Computer Aided Facilities Management Systems (CAFM).

Ability to:

• Negotiate effectively.
• Manage projects.
• Draft and interpret lease terms, purchase contracts, and financing agreements.
• Read blueprints and maps.
• Perform complex analysis including financial analysis.
• Evaluate commercial real estate appraisals.
• Solve problems quickly and effectively.
• Develop and maintain effective working relationships with employees, other County departments, property owners, tenants, contractors, and the general public.
• Handle conflict effectively.
• Use computer programs for financial modeling and word processing.
• Communicate effectively orally and in writing on legal, financial and administrative topics.
• Analyze data, drawing logical conclusions.
• Coordinate work projects, developing and maintaining harmonious working relationships.
• Develop management information reports including data base management.
• Use Computer Aided Facilities Management Systems (CAFM).

CLASS SPEC HISTORY

PR:Lm h Revised: 5/85
TAT:pb Revised: 12/88
SA:lm Revised: 6/96
SP:jc Retitled/Revised 6/98
MSW
Old doc; 1320H.DOC
New doc: 9695.doc
ys/11/01
CSC Date: 6/24/98
TB:pf Revised 5/20/03
CSC Date: 6/25/03
DS:po Revised 5/18/09
CSC Date: 6/3/2009
RE:cs Revised 8/1/13
CSC Date: 8/21/13

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.