JOB TITLE: DGS LEASING COORDINATOR

JOB CODE: 09421

DEFINITION: This is advanced professional and administrative work in the Department of General Services’ (DGS) statewide program for the centralized lease portfolio and property management of real property leased for commonwealth agencies, boards, and commissions.

An employee in this job is responsible for the full range of leasing duties for commercial, office, retail, parking, and warehouse space. Work includes negotiating, preparing, and processing lease agreements, amendments, and other legal documents related to leased property; resolving conflicts between tenants and landlords; analyzing and evaluating lease proposals to identify the best value to the Commonwealth; inspecting leased property to ensure compliance with lease agreements; and preparing and reviewing memoranda of understanding and interagency agreements. Work also involves the review, analysis, and application of technical contract standards and policies relating to the leasing of real property; ensuring appropriate tax and utility adjustments are verified and processed to lessors; analyzing documents to ensure inclusion of all necessary terms and conditions; and recommending and justifying proposed locations for leased facilities. An important aspect of this work involves consulting with and providing guidance to representatives of state agencies, real estate brokers, and property owners to ensure effective management of leased properties. Assignments are received with general instructions and work is performed independently except for unusually complex or sensitive assignments. An employee in this job is expected to apply independent professional judgment and sound fiscal practices. Work is reviewed upon completion and through conferences and reports for adherence to policies, procedures, legal requirements, objectives, and customer satisfaction.

EXAMPLES OF WORK: (Note: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples):

•Administers the Commonwealth’s centralized lease portfolio.

•Reviews requests for leased space submitted by commonwealth agencies, boards,and commissions.

•Discusses specific leasing requirements with appropriate agency representatives.

•Advises agencies, lessors and real estate brokers on commonwealth leasing policiesand procedures.

•Receives, evaluates, and negotiates lease proposals with potential lessors andleasing agencies.

•Negotiates building alterations, new leases, lease renewals, and lease terminationswith lessors.

•Identifies available space in commonwealth-owned buildings and coordinates therelocation of agencies.

• Travels to various locations to inspect leased properties for compliance with the terms of lease agreements, for handicapped accessibility legal requirements, to identify needed repairs or alterations, and to evaluate properties being considered for new leases.

• Prepares advertising requirements to include the review or preparation of specifications.

• Researches leasing rates in specific geographic areas.

• Reviews proposal documents for leases and provides input and recommendations on payment terms, the propriety of cost proposals, and other fiscal issues.

• Analyzes contractual lease language, financial proposals, and scope of work to ensure compliance with regulations, legislation, and sound business practices.

• Works closely with DGS’ Chief Counsel’s Office to execute legal documents and obtain all required approvals.

• Reviews leases approaching expiration and recommends renewal or relocation.

• Performs property management functions such as coordinating resolutions of complaints regarding repairs to buildings and other issues with lessors, lessees, or other parties.

• Prepares tax and utility escalation reports to ensure lessors receive appropriate compensation.

• Analyzes and makes recommendations to existing and proposed leasing policies, procedures, and legislation.

• Provides information concerning leases to agency representatives, in-house legal counsel, senior management, legislators, potential lessors, and the general public.

• Meets with Department of Treasury, Office of the Budget, and other agency officials to develop justification for proposed leases.

• Performs other related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS AND ABILITIES:

• Knowledge of the standard practices and procedures involved in leasing administration and leased property management.

• Knowledge of standard practices and procedures involved in negotiating leases and leased property management transactions.

• Knowledge of legal and contractual language used in leased property management and leasing transactions.

• Ability to analyze and interpret building plans and specifications.

• Ability to perform mathematical calculations to determine real estate value.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities.):

• Two years of professional lease or leased property management experience.

SPECIAL REQUIREMENT:

• Certain positions require the possession and maintenance of a valid Pennsylvania non-commercial Class C driver’s license or equivalent.