General Services Manager - SES - 60000117

General Services Manager

This position serves as the manager over the General Services Leasing Unit and serves as the lead facility procurement and management official for the agency. The primary objective of this position is to develop and manage a team of leasing professionals that focus on support of the agency lease portfolio infrastructure required to maintain operations across the state. This is advanced work supervising and directing employees.

Specific duties and responsibilities of this position are as follows:

The primary duty of the incumbent in this position is to spend the majority of their time communicating with, motivating, training and evaluating employees, planning and directing their work and having the authority to effectively recommend actions such as: hire, transfer, suspend, layoff, promote, discharge, assign, and reward or discipline direct reports. Evaluates employees against established standards and takes appropriate actions when necessary (i.e. recognition, reward, corrective action, etc.). Oversees recruitment of staff and works with HR business partners to develop tools for hiring and recruitment. Provides training for staff and oversees ongoing activities for continuous improvement.

Shall serve as Agency Leasing Manager, overseeing leasing related functions for the agency. This includes managing the department's facility leasing program for planning, procurement, contracting and ongoing management of leased office or other type space to support Department programmatic needs. Maintains facility leases in accordance with FS 255 and policies/procedures as set forth by the Department of Management Services. Assists with building maintenance related issues for state-owned regional office locations to keep them operational, functional and safe. Provides budget projections and manages lease payment systems to ensure landlords are paid timely and the department's budget / financial management teams are kept current with lease costs and related expenditures. Acts as liaison with the Department of Management Services for issues and coordination related to leasing.

Manages procurement of goods and services in accordance with Chapter 287, Florida Statutes to support building management and safety requirements throughout the agency.

Develops, implements and manages project management systems to ensure that facility lease actions, procurements, space design, renovations and operational relocations are completed on a timely basis. Interact with leadership teams at all levels throughout the agency related to the leasing program.

Assist with emergency management as required to provide continuity of operations for the agency as related to building availability and safety in preparation and response to emergency related events.

Perform other related duties as required.

Lease Review – Execution

Processes leasing documentation for signature by lessor and department. Appropriately routes documents to Headquarters Program Leadership, Budget and DMS for review approval and filing. Shall coordinate the following activities associated with the acquisition and procurement of leased space for the agency:

• Space Allocation Worksheet (SAW) – reviews regional submittals of these documents against position in the SOLARIS & People First systems to verify staff counts and compliance with DMS space standards.
• Request for Space Need (RSN) – review these requests, route for approvals at HQ Program Leadership, Budget and DMS.
• Prior Approvals – review lease actions prior approval packages, route to HQ Program Leadership, Budget and DMS for review and approval.
• Final Approvals – route lease documents to general counsel and Asst. Sec. of Administration for execution and then to DMS for final review and approval.

Lease Data and Reports

Shall be required to produce annual reports for lease costs and staffing, and work with our accounting/budget staff to produce lease cost forecasts and project related costs. Assists Budget with the preparation and submittal of all LBRs for leasing related functions. Shall be required to maintain the below reports accordingly:

• GASB 87 – compile data on all agency leases with a value over 2.5 million for the life of the contract and enter the lease data into this system.
• DMS Annual Data Gathering – coordinate with regional lease specialists for completion of annual reports on lease projections and strategy as required by DMS.
• Annual Lease Projections – coordinate development of annual lease projections reports with budget for legislative budget request.
• OGS Lease Projections Worksheet – coordinate lease cost updates with regional lease specialists, financial management and budget to keep all lease costs current in this worksheet to balance payments, CARS and lease cost projections.
• CARS – coordinate data entry updates as required in this system when we execute lease actions and projections for LBR's.
• SOLARIS Reports – complete monthly reports from this system to compile lease costs per FTE and projections for leadership.
• 5-yr Lease Obligation – coordinate the completion of the 5-yr lease obligation report updates with lease specialists when we complete a lease action.

Tenant Broker Commission Management

Shall be responsible for tracking and processing all payments to the state tenant broker for commissions related to services rendered to the agency under the DMS contract for lease procurement services. These functions shall include:

• Maintain reports to track lease commission expenses for the agency.
• Receive payments from lessors and work with financial management to deposit checks received for services.
• Work with budget to complete LBR or budget transfers to allocated required budget to process payments for commissions received.
• Generate purchase orders for commissions received.
• Process payments to brokers for commissions received.

Facility Leasing Action Committee (FLAC) – Project Management

Serves as the facilitator of the Headquarters Facility Lease Action Committee (FLAC) regarding all lease actions, including working with our operational partners in all programs and stakeholders to facilitate lease strategies, project plans for lease procurements, and budget related issues for special procurements to achieve all functions related to leased space delivery to meet the agency's operational needs throughout the service areas. This position serves as a primary lead for the General Services team with project management for leases and special projects to support the strategic plans of our operations in Headquarters.

Normal hours for this position will be 8:00 AM to 5:00 PM Monday through Friday excluding state holidays. Incumbent may be required to work a longer shift or a modified schedule for special projects or emergency situations with occasional travel.

Minimum Qualifications:

• Two years General Services related work experience, and two years of real estate experience and a high school diploma or its equivalent. Advanced education from an accredited university or college in a related field can substitute on a year-to-year basis of the required work experience.
• Must possess a valid driver's license.

Preferred Qualifications:

• Experience with building maintenance functions and preventative maintenance tasks for multiple buildings.
• General Services and/or Facilities experience.
• Fixed Capital Outlay funding and project management experience.
• State of Florida Certified Contracts Manager
• Possess or previously held a Florida Real Estate License.
• Experience in Project Management execution.
• State of Florida Procurement experience.
• Customer service experience.

Knowledge, Skills, and Abilities:

• Principles and practices of facilities maintenance, preventative maintenance, and property management.
• Knowledge of leasing rules and regulations as outlined in FS 255 and Chapters 60H-1 and 60H-2, Florida Administrative Code
• Knowledge of the purchasing rules and regulations as outlined in FS 287.
• Understand and apply applicable rules, regulations, policies and procedures.
• Proficiency in the develop reports using standard Microsoft systems.
• Communicate effectively as a team lead across the agency with all stakeholders.
• Proficient in project management applications.
• Establish and maintain effective working relationships with others.
• Ability to utilize problem-solving techniques and make independent decisions in accordance with documented processes.
• Ability to work independently.
• Ability to recognize and satisfy customer needs in a busy environment.
• Ability to organize work assignments.

Candidate Profile (application) must be completed in its entirety.

• Include supervisor names and phone numbers for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement "See Resume" in place of entering work history.
• If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

Benefits of Working for the State of Florida:

• Working for the State of