Lease and Planning Manager
Austin, TX 
Posted 2 months ago
Job Description
Posting Type:Open to All Applicants
Category:Business and Financial OperationsFLSA Exempt/
Agency:Health & Human Services CommDepartment:FACILITY PLANNING & LEASING
Job Title:Lease and Planning ManagerPosting Number:454649
Full Time/Part Time :Full Time Regular/Temporary:Regular
Job Location:1106 CLAYTON LNCity:AUSTIN
Other Locations:AUSTIN
Contact:AccessHR Service CenterTelephone: 888-894-4747
Salary Range:$6,600.00 - $7,000.00Salary Group:B24
Shift:Days (First)Travel:5%
Closing Date:
Job Description:
Manager III
The Leasing and Planning Manager (LPM) position is responsible for two areas of Facility Planning and Leasing (FPL): lease procurement and administration and space planning for region 00. Under the general supervision of the FPL Director, the LPM administers and directs facility leasing and administration support services including negotiation of lease contracts thru the Texas Facilities Commission (TFC) and with local and city governments. The LPM is responsible for employing appropriate organizational and management skills to carry out policies, procedures, and standards. Performs complex managerial work providing direction and guidance for the daily operations and tasks performed by the Lease Officers (LOs), Regional and Administrative Services Business Services Managers (BSMs), assigns, supervises, and evaluates the work of others. Monitors staff assignments and successful completion of tasks utilizing the Computer Aided Facility Management (CAFM) System. Develops and maintains good working relationships with staff, peers, management, vendors, community leaders, advisory groups, and elected officials including county judges and state legislators. Often represents either FPL on committees and workgroups, analyses facility legislation and develops impact reports and implementation plans. Assists HHS Agencies in coordinating facility related projects to meet the needs of the program and their client service initiatives.
The LPM develops master move plans for Region 00 staff that relocates the staff on predetermined schedules and within established budgets into space that meets operational needs. The LPM establishes and meets regularly with move project teams to plan moves, develop move budgets, ensure service providers like Information Technology, Procurement and Contracting Services, and Facility and Warehouse Services have input to and agree to the developed timelines and budgets.
The LPM provides executive summary reports, budget status reports and project presentations to report activities. The LPM allocates available office and warehouse space as approved by management to meet HHS agency operational needs.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EJF 1. Lease Operations Management - Manages FPL leasing operations for Regions 00 - 11. Establishes goals and objectives; develops schedules, priorities and standards for accomplishing all tasks related to lease procurement and administration, emergency and disaster support functions. Includes development of procedures and processes to meet agency and customer needs. Conducts daily meetings with staff to convey priorities and special instructions, as well as monthly meetings with RAS and FWS to ensure consistency in procedures and service delivery. Coordinates activities to ensure optimum efficiency, and effectiveness. Utilizes the Computer Assisted Facility Management (CAFM) system daily for assigning and tracking completion of Lease Requests (LRs). Also utilizes CAFM to ensure timely delivery of lease space, compliance with lease contract specifications, timelines, accessibility and code compliance. Time Spent: 30%

EJF 2. Space Planning and Move Management - Establishes goals and objectives; develops schedules, priorities and standards for accomplishing all tasks related to space management and move planning. Conducts daily meetings with move planning teams to convey priorities and special instructions, changes in schedules and budgets, and meets weekly with FPL Director to request any approvals to schedule or budgets needed for assigned projects. Coordinates activities to ensure optimum efficiency, and effectiveness for move plans. Allocates available office and warehouse space to meet HHS agency needs.
Time Spent: 30%

EJF 3. Personnel Management - Direct management of the Lease Officers within their assigned regions. Develops and approves schedules, priorities, and standards for achieving FPL leasing responsibilities; manages performance evaluation activities for Leasing staff, including merit awards and any needed disciplinary actions. Conducts regular Lease unit meetings and communicates information to staff to assist them in the completion of daily activities and assignments. Organizes, trains and develops staff to meet operational requirements. Responsible for approval of time and leave requests. Exercises problem solving and conflict resolution skills. Reviews and edits job descriptions for audits and job postings, conducts interviews for the selection process, manages the hiring and firing process. Monitors employee work tasks to ensure timely and successful completion. Coaches and mentors employees for efficient task completion, and quality customer service.
Time spent: 20%

EJF 3 Process Management - Continuous evaluation of leasing, space management and move planning processes to determine best practices, identify inefficiencies, and consult with customers and management on process improvements. Reviews proposed policies, legislation, and new procedures for impact to the unit operations. Leads the implementation of any new rules, policies, legislation, or regulations required for compliance. Prepares productivity/performance reports, conducts internal reviews, participates in internal audits to monitor and ensure efficient and compliant procedures. Communicates with staff, customers, and management to share information, answer inquiries, resolve issues, and escalate cross-agency concerns. Maintains current knowledge of all HHS agencies and any unique program requirements in order to provide the most appropriate customer service; attends regional management meetings, participates in agency workgroups; communicates regularly with project teams, management and program representatives to promote consistent practices in leasing, move management and space management.
Time spent: 10%

EJF 4 Communication Management - Maintains working relationships with TFC Leasing Division and lessors for leased buildings. Also develops and maintains good working relationships with all HHS office leasing and planning stakeholders including FWS, RAS, Department of State Health Services and Department of Family and Protective Services. Communicates frequently to negotiate building improvements, lease specifications, lessor and vendor performance issues with the property/building managers who represent the building owners. Ensures any requests for lease changes are complete and meet TFC requirements. Advocates with TFC for the needs of HHS program areas in specifications for added space in existing leases or procurement of new space. Ensures program leadership is informed when building renovations, maintenance or office moves will impact employees while at work. Keeps higher management informed of any issues that may be escalated or may impact the overall division or agency of office closure details. Is authorized to represent FPL on committees and workgroups. Time Spent: 10%
Time spent: 20%

Knowledge Skills Abilities:
Must have thorough understanding of the CAFM lease module and lease processing procedures for data entry.

Must be able to train others on the use of the CAFM lease module to process all types of lease requests.

Must have thorough knowledge of state leasing rules, processes and procedures.

Have extensive understanding of tenant construction including specifications, budgets, plan reading and construction schedules.

Have considerable knowledge of the HHS agencies and their business needs related to facilities.

Be able to negotiate complex issues with a wide range of individuals to produce win/win outcomes.

Working knowledge of Microsoft Office products to produce reports, spreadsheets, schedules and presentations.

Skill in management of a large move project is preferred

Skill in management of large amounts of information

Ability to write clear and comprehensive reports

Knowledge of project management principles and practices
Registration or Licensure Requirements:
Obtain CTCM within six months of hire.
Initial Selection Criteria:
1) Experience in state facility leasing and administration operations.
2) Experience with CAFM leasing module.
3) Experience using Microsoft Office.
4) Experience in move planning projects.
Additional Information:
REQ 454649
MOS Code:
111X, 112X, 113X,114X,611X,612X, 621X, 631X, 632X, 641X, 648X, CMO10,CMS10, MGT10,8991, 0203, 0207, 0302, 0520,0602, 0802, 1802, 6502, 7202, 7208, 7210, 7220, 8U000, 9G00, 16GX, 41AX,
86m0, 86P0

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.


Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Salary and Benefits
$6,600.00 - $7,000.00
Required Experience
0 to 1 year
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