DGS LEASING COORDINATOR - 46692

Executive Service

DGS LEASING CORRDINATOR

Department of General Services

Nashville, TN

$36,900 - $42,432 annually

Closing Date: 06/14/2023

For more inforation on this position: https://bit.ly/426VUcy

Hybrid position

Who we are and what we do:

The Department of General Services makes Tennessee State Government work! Literally.

State troopers, and social workers, are a few State employees who couldn't do their jobs without the vehicles we purchase and maintain. The Department of Transportation relies on us to purchase salt to treat icy roads. When you visit the

State Capitol or other State buildings across Tennessee, our Department has had a hand in it. We are responsible for operating, managing, and maintaining real estate assets owned by the State. Even the governor relies on our team to document his appearances and various State events through photography.

Selected as one of the Tennessean's Top Workplaces in 2020, 2021, and 2022, the Department of General Services¿ mission is to serve as a trusted partner to deliver mission-focused general services to support Tennessee State government. Our vision is to create a culture of excellence that produces consistent strategic and innovative support solutions for our State. We do this with a commitment to four core values: thorough, engaged, accountable, and motivated.

Commissioner Christi Branscom leads this incredible team of hard-working professionals. Check out the link at the end of this post to hear what she has to say about working for the Department of General Services.

How you make a difference in this role:

As the Leasing Coordinator, you will be responsible for systemizing and coordinating the administrative process for all lease procurements for the State of Tennessee.

This position reports to the Leasing Director. The position has a hybrid work schedule, with a new employee reporting to the office in Nashville daily for the first few months and transitioning to a hybrid work schedule thereafter. This position has a monthly starting salary range of $3,075¿$3,536 (determined by experience). The State of Tennessee offers a comprehensive benefits package, including 401K, free parking, hybrid remote schedules, insurance, paid time off, and paid sick time. More information regarding benefits can be found at www.tn.gov/hr/employees1/benefits.html. Qualified candidates should submit a resume and letter of interest to DGS.Recruiting@tn.gov. The position will be posted until filled.

Key Responsibilities:

• Coordinates the various phases of a lease procurement to ensure all participants work together effectively: serves as a liaison between the occupying agencies, STREAM leasing team, and other relevant STREAM teams; organizes each lease stage to ensure timely progress is made; obtains facility information for existing leases with the JLL Facility Managers when needed; requests and distributes documents and forms to appropriate parties and STREAM teams.
• Coordinates with contract brokers to maintain records on all organizational platforms and communicates with various business partners when deadlines are missed or delayed.
• Manages the lease file for each new lease procurement; tracks each lease through the procurement process; documents all steps; utilizes Microsoft Office Suite and Office 365 for organization and communication of project statuses; provides weekly update report as needed; drafts documents for management's review and approval; prepares lease portfolio reports; assemble and maintain lease files.
• Prepares and coordinates procurement advertisements in accordance with State policies and procedures; updates website with advertised space needs and other leasing information; collects and distributes proposals; maintains procurement records for procuring parties.
• Prepares and coordinates the signature process and recordation of legal documentation. Distribution of executed agreements to business partners.
• Invoicing, rent processing, and other lease administration support as required.
• Coordinates and participates in related leasing meetings; collects information from various STREAM teams in preparation for meetings; takes and distributes notes for each meeting. Close collaboration with Lease Administration in managing procurement statuses for metrics, reporting, and portfolio planning.
• Communicates and coordinates procurement statuses, documents packages, and contract needs with Design, Facilities, Leasing, and Accounting teams on each project; provides status reports to internal and external business partners; communicates with the Design team to ensure they receive lease packages in a timely manner.

Minimum Qualifications:

• Completion of an associate degree from an accredited college or university and two years of administrative experience involving any commercial real estate work
• Highly professional with superior attention to detail
• Experience working with Microsoft Office
• Superior organization, problem-solving, and prioritizing skills
  

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.