ADMINISTRATOR III

18

This position is with the Maryland Department of General Services, Office of Real Estate.  The position is located at 300 W. Preston Street, Baltimore, MD 21201.

The purpose of the Agency Relationship Manager (ARM) is to independently facilitate delivery of best in class Real Estate services to over sixty (60) executive and independent branches of the Maryland Government (the "client agencies"). The real estate needs of the client agencies are a function of their respective:  1.) staffing allocations/constraints 2.) capital and operating budgets 3.) current space utilization and 4.) future strategic objectives. To be successful, the ARM must have a thorough understanding of each. The position leads ongoing development and implementation of program policies and procedures.

Duties for this position include but are not limited to:

Develop training for industry standards, professional practices and procurement law and regulations:

• Interpret space design requirement through a thorough knowledge of COMAR, LEED, energy conservation, State & Federal laws, building codes, zoning, etc., as applicable.

• Develop and conduct a variety of training methodologies for key client agency personnel to provide knowledge of Statewide lease efficiency initiatives, energy conservation, LEED certification, DGS procurement processes, Request for Space and State mandates.

Cultivate DGS public relations:

• DGS liaison to client agencies, providing a single point of contact with a thorough understanding of the client agency’s real estate operational needs and leased and real property portfolio.

• Initiate relationship building through ongoing knowledge of client agency constraints, objectives, trends in client base, technological initiatives, etc.

• Provide consistent and timely direction, support and assistance throughout all transactions.

• Maintain thorough understanding of bodies of knowledge used to enhance efficient use of leased and State owned office space, i.e. information technology; alternative work site development, utilization and policies; and current trends in energy efficient design that assist client agencies in developing flexible, economical work environments.

Client Agency Liaison for DGS Office of Real Estate:

• Gain perspective necessary to develop cost and energy efficient, well-designed, flexible office space that benefits using agencies and complies with DGS and statewide initiatives and directives.

• Review, analyze and monitor client agency and DGS lease and real property portfolios.

• Direct regular communication with client agency heads to evaluate, discuss and make recommendations that improve and appropriately size real estate portfolio.

• Conduct regular physical assessments of client agency lease portfolio footprint.

• Strategic participation during design, review and assessment of renovation and construction planning.

• Provide ongoing feedback during transactions and interpretation of lease terms to client agency heads.

Lead Lease Procurement Process Transactions:

• The ARM is the client agencies’ advocate throughout the procurement cycle, from identification of needs to timely delivery of lease commitments. DGS Lease Management maintains a tenant lease portfolio of approximately 4.7 million square feet (350 leases) generating an average of one hundred (100) Board of Public Works items annually. Each transaction requires thirty-seven (37) process steps to completion and often spans an eighteen (18) month or longer period.

• Oversee accurate and timely preparation of lease procurement documentation and justification through coordination with key client agency personnel and DGS commercial brokers, lease acquisition specialists, construction technical manager.

• Ensure lease procurement documentation is compliant with COMAR requirements.

• Key team member in development, review and evaluation of space design plans in accordance with client agency operational needs and DGS space standards and applicable local, statewide and national codes and standards.

• Guide client agency space planning efforts to identify and utilize space efficiencies and costs saving initiatives as applicable to operational leasing requirements.

• Liaison for client agency with DGS commercial brokers, lease acquisition specialists, property owners.

• Develop and provide client agencies scheduling and planning tools that assist in adherence to construction project schedules, timely delivery and acceptance of space, continuity of operations, furniture moves, and procurement of necessary products and services needed in new and/or improved leased space.

• Develop policies and procedures that standardize transaction process steps, status reporting and seamless delivery of information throughout a transaction.

• Manage ongoing communication to client agency heads by coordinating timely delivery of receivables to DGS contract brokers and lease acquisition specialists.

Education: A Bachelor's degree from an accredited college or university.

Experience: Five years of experience in administrative staff or professional work. One year of this experience must have involved one or more of the following: the supervision of other employees, overseeing and coordinating the general operations of a unit, applying rules and regulations, or exercising responsibility for the development of policies or procedures.

Notes:

1. Additional experience in administrative staff or professional work may be substituted on a year-for-year basis for the required education.

2. Additional graduate level education at an accredited college or university may be substituted at the rate of 30 semester credit hours on a year-for-year basis for the required general experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required education and experience.

Applicants must meet the selective qualification(s) to be considered. Include clear and specific information on your application regarding the qualifications.  

Two years of the above required experience must include recent (within the past 3 years) property management and/or lease administration experience working in a commercial real estate setting.  

Two years of MS Excel intermediate level experience to include using formulas, conditional formatting, creating and editing graphs and Pivot tables.

Strong preference will be given to applicants who possess the following preferred qualifications. Include clear and specific information on your application and supplemental questionnaire regarding these qualifications.  

- Excellent verbal and written communication skills.

- Conflict resolution skills.

- Demonstrated ability to communicate and work collaboratively with a wide range of stakeholders and the ability to build consensus.

- Working knowledge of State Procurement Law related to the acquisition of leased space.

- Experience with commercial lease management software (MRI, Co-Star Manager, Visual Lease or Harbor Flex).

- Experience completing leasing transactions and space planning for commercial property.

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator's license valid in the State of Maryland.

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

The list will be used by the hiring authority to select employees for interviews.  Eligible lists may be used to fill future vacancies of the same classification.

The examination for this position will consist of a rating of your education, training and experience related to the requirements of the position.  It is important that you provide complete and accurate information on your application.  Please include all experience and education that is related to this position.  All information concerning your qualifications must be submitted by the closing date; information submitted after the closing date will not be considered. 

Note that for any position requiring a college degree or college credit, you will be required to submit a college transcript prior to being offered a position.  You may submit your transcript as part of the application process.

You MUST possess the minimum qualifications before you may be selected for a State job – Verification will be completed by the appointing authority.  If you are scheduled to complete an educational or licensing requirement within six months of the examination, you may participate in the examination process.  Permanent State employees may also complete necessary experience requirements within six months of the date of an examination.  Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week.  You must include on your application the time spent on such activity. 

You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.

STATE OF MARYLAND BENEFITS

The on-line application process is STRONGLY preferred.  Apply online at www.dgs.maryland.gov – click on Employment on the left side of the screen.  If you are unable to submit your application online, please send your paper application to: Human Resources, Dept. of General Services, 301 W. Preston St., Suite 1311, Baltimore, MD  21201 by the closing date and time.  

Contact tammy.vehstedt@maryland.gov or call 410-767-4986 with questions about this recruitment. 

TTY Users: call via Maryland Relay 

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.