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2191 - Facilities Management Property Coordinator (Downtown Property Coordinator)

at Pima County

Posted: 4/19/2019
Job Status: Full Time
Job Reference #: 2390964
Keywords: office

Job Description

Overall Job Objective

Position Description

This position is with the Pima County Facilities Management Department. OPEN UNTIL FILLED.

Salary Grade: 51

A Resume is required and must be uploaded with completed application.

Coordinates the property management functions and leasing of County owned, leased or controlled real property, to include managing the day-to-day operations and maintenance, lease and license agreements and associated fiscal controls and reporting for multiple County owned and leased facilities.
 

Duties/Responsibilities

(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor.)
 
Coordinates the negotiation of license and management agreements for County properties to maximize generation of revenues;
Manages the County's leased real property inventory, to include the creation and maintenance of property and management records on a continuous basis for each managed property;
Coordinates and prepares leases, licenses, contracts and agreements requirements;
Works directly with other County departments with the lease or rental and subsequent operation of properties required for County operations;
Maintains records pertinent to the maintenance and operation of certain properties, and provides periodic, recurring and special reports to Facilities Management (FM) management on the utilization, condition and status of assigned properties owned by or leased from or to Pima County;
Coordinates and oversees the activities within assigned buildings including but not limited to, scheduling, inspection and setup of shared conference rooms and coordination of additional custodial, security and other services with the approval of FM management;
Investigates and resolves tenant disputes, issues and/or concerns;
Creates and maintains management correspondence, reports, records and associated documentation;
Manages maintenance and operational building issues and requirements.
Coordinates building and/or tenant maintenance/repair and prepares maintenance inspection reports as required for assigned facilities;
Oversees property management projects, including tracking, accounting of disposal of property according to County policies and regulations.
 
KNOWLEDGE & SKILLS:
 
Knowledge of:

  • principles and practices of real estate financial accounting;
  • commercial real estate leases and related contracts;
  • principles and practices of building maintenance, repair, operation processes and property management;
  • researching internet websites to determine local business, office and industrial property market rents, operation and maintenance trends and impacts.
 
Skill in:
  • preparation and comprehension of contracts, leases, licenses and associated legal and technical matters;
  • conducting inspections of common and shared areas of facilities;
  • resolving issues between lease-holders and other building occupants with direction and support of management; researching, documenting and reporting building activities;
  • organizing and preparing reporting activities both written and oral;
  • researching and assisting with the development of legal documents, e.g., leases, contracts, property descriptions, licenses, etc.;
  • use of computer-based resources to create, document and report activities, e.g., project management, Microsoft Word, Excel, Outlook, Maximo and AMS;
  • communicating effectively, both oral and written.

Minimum Qualifications

(1) A Bachelor's degree from an accredited college or university with a major in business real estate, public administration or a related field, as determined by the Appointing Authority at the time of recruitment and EITHER: (a) three years of professional level experience in commercial property management (other than residential properties), or (b) three years of experience, negotiating and administering leases and the inspection and coordination of property maintenance, operations and tenant relations.
OR
(2) Seven years of experience in commercial office, industrial or business property management (other than residential properties), which included negotiating and administering leases and the inspection and coordination of property maintenance, operations and tenant relations.


Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application.  Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications:  (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

  1. Three (3) or more years experience in commercial building leases, rights-of-entry and management techniques.
  2. Three (3) or more years experience as a building manager for properties owned, acquired or leased including administration of any contracts assumed.
  3. Three (3) or more years experience coordinating building activities to include conference room reservation control and physical set-up, building condition inspections and report preparation.
  4. Three (3) or more years experience resolving issues between lease holders and other building occupants.
  5. Three (3) or more years experience using computer based resources, to include Excel, Word and Outlook, to create and maintain property records.
  6. Three (3) or more years experience in the preparation, research and development of legal instruments with regards to short-term and long-term lease agreements.
  7. Three (3) or more years experience in file management and general administrative duties.
  8. Experience communicating orally and in writing between building users, tenants and departments.
  9. Resume is required. 

Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience.  Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications.  The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Supplemental Information

Licenses and Certificates: Valid driver license is required at time of application.  Valid AZ driver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant's suitability to operate county vehicles in accordance with Pima County administrative procedures. Any offer of employment resulting from this recruitment is contingent upon Risk Management's review and approval of the candidate's driving record.
 
Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.
 

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!