Portfolio Specialist

City of New York•New York, NY

1d•$89,575 - $103,000

About The Position

The Portfolio Specialist is a Design and Project Management role in the Department of Citywide Administrative Services’ Real Estate Services Workplace Services Unit. The unit applies space standards and develops workplace strategies for projects in leased and City-owned spaces, with the goal of creating inclusive, inspiring, safe, accessible, and functional work environments that support City employees and modern office technologies. The role requires daily use of AutoCAD, in-depth knowledge of space-planning strategies and execution, interior architectural design concepts and development, construction drawing production, and construction administration experience. The Portfolio Specialist plans and documents agency spaces; develops architectural programs, design concepts, drawings, and furniture packages; coordinates furniture selection, procurement, delivery, and installation; and maintains floor plans and workplace standards for the City’s real estate portfolio. The role serves as a liaison to client agencies and collaborates with other Real Estate Services teams, vendors, consultants, and City stakeholders.

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.
Candidates must be permanent in the title of Administrative Space Analyst or reachable via an open competitive list call.
Qualification pathway: a bachelor's degree and five years of full-time paid qualifying experience in evaluating and laying out space in commercial or industrial structures, including general knowledge of construction and costs, electronic data processing equipment, telephone communications systems, building standards, and leasing procedures; at least two years must be supervisory.
Alternative qualification pathway: high school graduation or an accepted high school equivalency credential, plus nine years of full-time paid qualifying experience described above, including at least two years of supervisory experience.
A satisfactory equivalent may be accepted, but all candidates must be high school graduates or possess the stated equivalent and have at least two years of qualifying supervisory experience.

Responsibilities

Manage or assist with space planning for assigned projects.
Evaluate agency space requests, existing floor plans, employee rosters, and organizational charts to develop baseline Personnel and Equipment lists for capital projects.
Apply DCAS Citywide Space Standards and conduct surveys, site visits, and agency interviews to analyze operational and space needs.
Revise Personnel and Equipment lists and develop architectural programs based on qualitative and quantitative analyses.
Serve as a liaison to assigned City agencies, address their space needs in project documents, and submit documents to agencies and OMB for review and approval.
Develop schematic drawings and design documentation, including design concepts, precedent images, 2D and 3D sketches, architectural elements, reflected ceiling plans, lighting concepts, color palettes, furniture items, workstation finishes, and phasing plans when required.
Consult with Real Estate Services units, FMC, and agency representatives to review plans and concepts for viability, functionality, efficiency, and design quality.
Present design concepts to client agencies, obtain review and sign-off, incorporate feedback, and propose alternative selections or solutions as needed.
Create small-scale design development drawing sets showing project scope, design intent, materials, furniture layouts, and data and electrical requirements for cost estimating and landlord contractors.
Manage or assist with furniture planning, selection, specification, and procurement for leased and City-owned spaces in accordance with DCAS Space Standards and City Furniture Requirements Contracts.
Create furniture packages, schedules, and plans; solicit and review vendor quotes; and coordinate power, data, and furniture selections with vendors, consultants, and client agencies.
Process Furniture Certificates to Proceed and Furniture Purchase Orders in a timely manner.
Perform project contract and general administration for furniture coordination, delivery, and installation; track purchase orders and delivery dates; assist end users with receipt and punch lists; and coordinate punch-list completion.
Review final furniture invoices for the Director’s signature and payment.
Collaborate with other Real Estate Services units on site surveys and existing-building drawings, and create or update AutoCAD architectural floor plans and furniture layouts documenting existing conditions in the City-owned and privately leased portfolio.
Review and evaluate site reports and measurements prepared by Tenant Representatives or other Real Estate Services units.
Collaborate with Workplace Services and Design & Project Management teams to update Citywide Space Standards, programming templates, Workplace Strategy Guidelines, and Interior FF&E standards.
Collaborate with Strategic Planning, Leasing, and Design teams on new-space buildouts and support Strategic Planning with 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, and participate in project problem-solving.
Help Workplace Services colleagues maintain the organized materials resource center.