Executive Director of Portfolio Planning and Management

NYC Department of Citywide Administrative Services NYC Department of Citywide Administrative Services Employer:
New York, NY, USLocation:
Fri, Jan 19 '18Posted on:

Executive Director of Portfolio Planning and Management
NYC Department of Citywide Administrative Services
JVN: 316988
Civil Service Title: Strategic Initiative Specialist
Title Code No: 13392
Salary: $130,000-$150,000
Division/Work Unit: 
Real Estate Services/Portfolio & Management
Available Positions: 1

The Real Estate Services (RES) Line of Service of the Department of Citywide Administrative Services (DCAS) is the real estate arm of the City of New York and consists of six distinct units: Portfolio Planning and Management (PPM), Leasing, Design & Project Management (D&PM), Real Estate Operations, Land Use and Planning, and Financial Services. The RES Line of Service meets the different real estate needs of City agencies including the following: lease negotiation; architectural design and project management for construction and renovation of over 22 million square feet of privately owned space and 15 million square feet of City-owned space; acquisition and disposition of real estate; zoning and land use analyses; enforcement of space standards in office design; equitable allocation of city-owned and leased space for agency use.

The Executive Director of PPM will lead this team in creating a space management strategy to redefine the parameters of real estate utilization and make the City’s use of space more efficient by developing a deep understanding of DCAS’s extensive portfolio of both City-owned and leased space. The ED should have extensive experience in leading efforts in portfolio planning and management including: space planning and allocation, developing space standards, change management with respect to office space, developments in office design and philosophy, cost estimation, and architecture and engineering as it applies to space management. The PPM team will be charged with working with agencies to strategically assess and plan space needs, maintaining an inventory of the City-owned and leased real estate portfolio, analyzing the efficiency and utilization of existing space allocations and documenting changes in occupancy and utilization and developing solutions for client agencies.  This will be accomplished through the team’s regular surveys of City-owned and leased space, creating and updating architectural floor plans and furniture layouts, and maintaining current floor plans in the City’s real estate database.  

Team members will work closely with Facilities Management, Leasing, and Design and Project Management teams on space management and utilization initiatives and review opportunities to optimize and create new spaces. As such, the ED must be able to maintain high-level cooperative relationships with other units within RES and other lines of service within DCAS, in addition to client agencies, to accomplish PPM’s goal of better space utilization. 

• Lead the PPM team as manager of City assets.
• Develop a management strategy and process for overseeing and allocating the City’s real estate portfolio.
• Establish goals for a 10-year plan with clear milestones at years two, five and eight to ensure progress is properly monitored.
• Establish data requirements/sourcing and oversee its gathering by unit staff.
• Evaluate risks associated with cost and operations when ascertaining short and long term real estate needs.
• Oversee staff who conduct site visits and walk-throughs of City agency space to evaluate the space designs and layouts, headcounts and underutilized areas.
• Leads or assists project team in the early analysis of occupancies through collaboration with asset managers, real estate professionals, work place specialists and other experts as needed.  
• Keep up to date with emerging global office space design and layout trends and work with relevant stakeholders to revise the City’s space standards as required.
• Act as change management catalyst and advocate with City agencies to promote the efficient use of office space. 
• Leads the team that analyzes information on the client's workplace needs in relation to upcoming occupancy expirations, continuing and changing operational needs, etc.
• Set the requirements for and direct qualitative and quantitative analyses using the results of needs assessments, knowledge of existing City inventory, and other relevant information to develop recommendations and present to senior staff.
• Liaise with the City’s Office of Management and Budget and make high-level presentations to propose suitable space solutions and further strategic planning efforts.
• Work with the Leasing team and Design & Project Management team to ensure projects meet client and broader City objectives. 
• Prepare and deliver informative, well-organized presentations, including developing and presenting recommendations, briefing materials and project updates.  
• Develop superior knowledge of customer agencies' planning processes, their interrelationships and existing governing regulations, methodology and/or policies to provide sound and authoritative guidance on all issues related to the space management and portfolio optimization program. 
• Develop and maintain a strategic relationship with the clients and understanding the client's mission, strategic direction, and workplace needs. 

Minimum Qualification Requirements
There are no formal education or experience requirements for this title. 

Preferred Skills
Qualified individuals should have extensive experience in office space management, knowledge of industry standards for modern, efficient office space design and functionality and the ability to understand a client’s business needs and programmatic functions.  A master’s degree in the fields of architecture, engineering, business or public administration, management science, or city planning is preferred with at least eight (8) years of relevant professional experience.

• Ability to create project-related documents including schedules, project plans, presentations, and status reports to manage people and tasks and keep such tools up-to-date.
• Ability to anticipate and effectively respond to customer business and service needs.
• Flexibility with prioritization and planning when unexpected events occur.
• Ability to work collaboratively with supporting team members. 
• Experience mediating among groups with competing perspectives; overseeing (and improving the operational efficiency) of complicated organizations; and pioneering innovative solutions to intricate problems. 
• Understanding of how and when to communicate difficult/sensitive information appropriately.
• Specific knowledge of the following program areas: commercial real estate, procurement, property management, leasing and design/construction. 
• Ability to think creatively and inspire innovation among team members. 
• Advanced knowledge of portfolio management data systems such as ARCHIBUS or Tririga as well as MS Office Suite, particularly PowerPoint and Project. 
• An understanding and interest in urban issues, especially New York City policy and operations, is preferred.

Residency Requirements
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

he City of New York is an Equal Opportunity Employer.


To Apply
Please go to or for current NYC employees and search for job ID#316988


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