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ADMINISTRATOR IV

Senior Agency Relationship Manager

Recruitment #20-002589-0003

Introduction

This recruitment is limited to current State of Maryland employees only.

GRADE

19

LOCATION OF POSITION

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

Main Purpose of Job

The Sr. Agency Relationship Manager (ARM) will be responsible for overseeing large, complex agency relocations and consolidations, and managing the overall reduction of the lease portfolio.  Larger requirements will require the use of consultants to assist with space planning, tenant fit up and the assessment and adaptation of lease space resulting from new telework capabilities.  

The Sr. ARM will be responsible for overseeing the consultant contracts and monitoring the consultant’s performance and budget through completion.  This position will manage and oversee the implementation and ongoing integrity of lease management data; oversee and coordinate the current and future updates of the Space Management Manual; and provide high level guidance to ARM staff and agency representatives to direct cost savings measures.  Finally, this position will act as the intermediary between agency representatives and the Chief, to resolve conflicts with the lease procurement process and DGS standards.    

POSITION DUTIES

Duties for this position include but are not limited to:


Project Manager for Major Agency Relocations
- Oversee consultant services contracts related to major agency relocations and re-configurations to reduce lease footprints.
- Monitor costs associated with consultant services to ensure that services are provided within budget provided by contractor.
- Manage and oversee the implementation and ongoing integrity of lease management data and continually assess the functionality of the new leasing platform.
- Work with commercial broker team, Chief of Lease Management and Procurement to manage the relocation, lease termination and leased footprint reductions.
- Sets goals and deadlines and oversees workflow of relocation projects, office consolidations and termination projects handled by either Sr. Agency Relationship Manager or another Agency Relationship Manager on the team.
- Coordinates workflow with administrators, directors, real estate managers and other representatives of client agencies.
- Performs comprehensive review of agency space requests and approves space standard waiver requests.
- Assists in the direction of the daily operations of the Lease Procurement and Management unit.
- Develops and recommends new standards, methods of operation and new technology to accomplish the mission of the agency.

Client Agency Liaison
- 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 portfolios.
- Direct regular communication with client agency heads to evaluate, discuss and make recommendations that improve and where appropriate reduce real estate portfolios.
- 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.

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.
- Provide high level guidance to ARM staff and agency representatives to direct cost savings measures.  Act as intermediary between agency representatives and the Chief. 
- Seek out, utilize and share knowledge to enhance the most efficient use of leased and State-owned office space through information technology, alternative work site development, utilization strategies, policies, and current trends in energy efficient design to assist client agencies in developing flexible, economical work environments.

Lead Lease Procurement Process Transactions
- The Sr. 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 4.8 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 agency 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 and real estate acquisition specialists.

Develop Training for Industry Standards, Professional Practices and Procurement Law and Regulation
- Oversee and coordinate the current and future updates of the Space Management Manual which guides and directs all lease management and procurement activity.
- 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 policies and procurement processes, Request for Space, and state mandates for the reduction of space.

MINIMUM QUALIFICATIONS

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.

SELECTIVE QUALIFICATIONS

Applicants must possess the following selective qualification(s) to be considered. Include clear and specific information on your application regarding all qualifications.
 
Two years of the above required experience must include recent (within the past three years) facility project management, commercial property management and/or commercial lease administration experience.
 
Two years of MS Office experience to include Word, Excel and PowerPoint.

DESIRED OR PREFERRED QUALIFICATIONS

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

LIMITATIONS ON SELECTION

This recruitment is limited to current State of Maryland employees only.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

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.

EXAMINATION PROCESS

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.  

The examination for this position will consist of a rating of your education, training and experience related to the requirements of the position.  Successful candidates will be placed on the employment eligibility list categorized as BEST QUALIFIED, BETTER QUALIFIED, or QUALIFIED.  The eligibility list will be valid for one year and may be extended.  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.  

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.

BENEFITS

FURTHER INSTRUCTIONS

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

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.

TTY Users: call via Maryland Relay