Assistant Office Services Manager; NY

Assistant Office Services Manager, (NY HELPS) Box

State

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Description:

The New York State Education Department's (NYSED) Office of Performance Improvement and Management Services is seeking candidates for an Assistant Office Services Manager who will be working under the title of Leasing Manager for the Office of Facilities and Business Services.

The Leasing Manager is responsible for managing the New York State Education Department's leased property portfolio and serving as the primary liaison between NYSED, the Office of General Services (OGS), property owners, landlords, and program offices. The position oversees lease transactions, leased space planning, site evaluations, occupancy needs, facility compliance, tenant improvements, and related real estate activities to ensure leased facilities effectively support agency operations.

The Leasing Manager provides strategic guidance on workplace planning, lease negotiations, and property management while ensuring compliance with applicable State policies, regulations, and workplace standards.

Duties of this position include, but are not limited to, the following:

• Serve as NYSED's primary liaison with program offices, executive leadership, the Office of General Services (OGS), landlords, property owners, building managers, contractors, vendors, ITS, and other State agencies regarding leasing, occupancy, workplace planning, facility operations, telecommunications, parking, fleet management, and related administrative services.
• Manage NYSED's leased property portfolio, including lease acquisitions, renewals, amendments, consolidations, relocations, occupancy agreements, tenant alteration requests (TARs), and lease negotiations; evaluate prospective and existing sites; coordinate lease documentation and approvals; monitor landlord obligations; and ensure leased facilities support agency operational requirements while complying with applicable laws, regulations, accessibility standards, health and safety requirements, and agency policies.
• Work closely with OGS Real Estate Management and Leasing Services daily to address operational needs, lease renewals, relocations, space requests, Tenant Alteration Requests, compliance matters, escalated landlord issues, and strategic occupancy planning to ensure continuity of agency operations and timely resolution of facility concerns.
• Maintain comprehensive oversight of lease portfolios and occupancy requirements by tracking critical lease milestones, expiration dates, renewal timelines, and relocation needs; proactively engage program offices, OGS, and property owners to evaluate future space requirements and ensure timely lease renewals, modifications, consolidations, or relocations.
• Assess program space needs and occupancy requirements; develop and implement space utilization strategies, floor plans, workplace layouts, furniture configurations, and relocation plans; coordinate construction, renovation, and workspace modification projects; and oversee the installation, movement, and maintenance of furniture, fixtures, equipment, electrical services, data networks, and related workplace infrastructure.
• Administer and reconcile all leased-facility billing activities in coordination with Department Operations and Accounts Payable, including reviewing invoices for accuracy, validating landlord charges against lease terms and operating agreements, resolving billing discrepancies, ensuring timely payment of obligations, and maintaining accurate financial records for leased facilities.
• Maintain fleet management operations, preventive maintenance and repair schedules, inspections, registrations, toll accounts, fuel and vehicle utilization monitoring, replacement planning, surplus vehicle disposition, parking administration, and compliance reviews to ensure efficient, cost-effective, and reliable service delivery.
• Conduct operational, financial, and facility assessments, including lease evaluations, site inspections, cost-benefit analyses, utilization reviews, vendor assessments, and compliance audits; develop recommendations to improve efficiency, reduce costs, optimize facility utilization, and support long-range agency planning.
• Prepare and maintain reports, records, presentations, correspondence, specifications, contracts, service agreements, budget analyses, occupancy data, and other documentation related to leasing, facilities management, telecommunications, fleet operations, and administrative…