Portfolio Specialist

City of New York•New York City, NY

5d•Hybrid

About The Position

The Portfolio Specialist is a Design and Project Management role in the Workplace Services Unit of the Department of Citywide Administrative Services’ Real Estate Services Line of Service. The unit applies space standards to leased and City-owned projects, develops workplace strategies, oversees architectural programming, and coordinates office furniture systems and workplace technologies. For City-owned premises, it also provides design and project management services for interior buildouts. This position requires daily use of AutoCAD, in-depth knowledge of space-planning strategies and execution, interior architectural design concepts and development, the ability to create construction drawings, and experience performing construction administration. The specialist plans and documents workplace projects, coordinates furniture design and procurement, maintains architectural plans for the City’s real estate portfolio, and collaborates with other real estate units and client agencies. The role may be eligible for remote work up to two days per week under the Remote Work Pilot Program agreed to between the City and DC37. Applicants must be permanent in the title of Administrative Space Analyst or reachable via an open competitive list call. The stated qualification pathways require a bachelor’s degree and five years of specified full-time paid experience, including at least two years of supervisory experience; alternatively, high school graduation or equivalent and nine years of specified experience, including at least two supervisory years; or a satisfactory equivalent. All candidates must be high school graduates or equivalent and have at least two years of supervisory experience.

Requirements

Daily use of AutoCAD.
In-depth knowledge of space-planning strategies and execution.
Knowledge of interior architectural design concepts and development.
Ability to create construction drawings.
Experience performing construction administration.
Applicants must be permanent in the title of Administrative Space Analyst or reachable via an open competitive list call.
All candidates must be high school graduates or possess an equivalent credential.
At least two years of supervisory experience in the specified construction, equipment, communications, building standards, leasing procedures, and space evaluation/layout experience.
One qualification pathway: a baccalaureate degree from an accredited college or university and five years of full-time paid experience of the specified type, including at least two years supervisory; another pathway: high school graduation or equivalent and nine years of full-time paid experience of the specified type, including at least two years supervisory; a satisfactory equivalent is also accepted.

Responsibilities

Manage or assist with space planning and evaluate agency requests, floor plans, employee rosters, and organizational charts to develop Personnel and Equipment lists for capital projects.
Apply DCAS Citywide Space Standards and conduct space-requirements surveys, site visits, and agency interviews to assess agency needs and develop or revise architectural programs.
Serve as liaison to assigned City agencies; present and submit project documents to agencies and OMB for review and approval.
Develop schematic drawings and supporting design documentation, including design concepts, 2D and 3D sketches, architectural elements, reflected ceiling plans, lighting concepts, color palettes, furniture selections, workstation finishes, and phasing plans when needed.
Consult with RES units, FMC, and agency representatives to evaluate plans and concepts for viability, functionality, efficiency, and design quality; present concepts, obtain client sign-off, incorporate feedback, and propose alternatives as needed.
Create small-scale design-development drawing sets showing work scope, design intent, materials, furniture layouts, and data and electrical requirements for cost estimating and landlord contractor use.
Manage or assist with furniture space planning, selection, specification, and procurement in leased and City-owned spaces, following DCAS Space Standards and City Furniture Requirements Contracts.
Prepare furniture packages, schedules, and plans; solicit and review vendor quotes; coordinate power, data, and furniture selections; and process Furniture Certificates to Proceed and Furniture Purchase Orders.
Administer furniture contracts and coordinate vendors, deliveries, installations, purchase-order progress, receipt by end users, punch lists, punch-list completion, and final invoice review.
Collaborate with RES units on site surveys and existing-building drawings; create and update AutoCAD architectural floor plans and furniture layouts; and review site reports and measurements.
Oversee updates and provide recommendations for Citywide Space Standards, P&E and programming templates, Workplace Strategy Guidelines, and Interior FF&E standards.
Collaborate with Strategic Planning, Leasing, and Design teams on new-space buildouts; support special projects, front-end planning, and conceptual stacking plans.
Support development and transfer of projects to the Design & Project Management unit, respond to follow-up inquiries, participate in project problem-solving, and help maintain the materials resource center.