Job Description
NVE, Inc. is accepting applications for qualified U.S. Citizens to provide Project Management (PM)/ Team Lead (TL) support for a team of Program Analysts in support of our client, General Services Administration (GSA). The successful candidate will be responsible for managing a team of Program Analysts that provide a wide range of lease administration duties including: Annual Lease File Reviews, Operating Cost and Real Estate Tax Adjustments, and Change of Ownership/ Novations, for a designated geographic area/ region(s). In addition, the TL will perform Analyst duties to keep current on the technical aspects of the Program Analyst role to better manage and guide the team and to assist with the workload as needed.
These services are currently being performed remotely four (4) days a week and on-site at the GSA Regional Office Building located at 100 S. Independence Mall W., Philadelphia, PA one day a week due. Additional on-site days could be added in the future upon notification from our client but no decision has been made to increase as of this posting. This position reports to the NVE Program Manager.
PROJECT MANAGEMENT/ LEAD RESPONSIBILITIES INCLUDE:
- Manages the day-to-day operations of assigned region(s).
- Works in support of the management and business operation of the program, department, or office.
- Provides research and analysis to specific projects.
- Supports Contract Program Manager and Client on a variety of tasks and projects to meet deadlines.
- Exercises discretion and independent judgement on the analysis, planning, and/or implementation of important program initiatives.
- Monitors assigned regional and zonal mailbox. Replies and/ or assign actions accordingly.
- Assigns and oversees workload/schedules of designated team members to ensure a balanced workload among the team.
- Provides guidance/ assists designated team of Program Analysts with issues that require escalation to a higher level.
- Performs quality control inspections to ensure assigned team members are updating workload trackers timely, uploading documents to designated file management systems/software, and updating appropriate leasing information in lease management systems/software.
- Performs other quality control activities such as correcting deficiencies
- Trains new hires and contributes to the continuous development and education of the team.
- Provides reports as required/ requested by client, Program Manager, or NVE’s Vice President of Program and Administrative Support.
- Conducts/ participates in meetings with staff, client, and/ or company.
- Develops and controls deadlines and ensure deliverables are met.
- Applies change, risk, and resource management.
- Conducts 90-day and annual performance evaluations for designated team members and makes increase recommendations.
- Recommends analysts for recognition as appropriate.
- Counsels/ disciplines designated team members related to performance issues while following NVE policy and mitigating risk to the company.
- Participates in candidate interviews for open positions and provide feedback / assists with hiring decisions.
- Ensures appropriate shift coverage.
- Prepares for regional biennial PRGX Audits by identifying any outstanding relevant actions and developing a plan to have those actions completed before the audit begins to reduce audit findings and risk to the client.
- Provides feedback and/ or take corrective actions regarding response to annual CPARS.
- Reviews/ approves timesheets and leave requests (if applicable) for designated team members.
- Serves as back-up to the Contract Program Manager and Co-Leads/Project Managers as needed.
The Lease Administration Section (LA Team), Realty Support Branch is responsible for all Lease Administration (LA) to support Zone 1.
In addition to Lease Administration and file management responsibilities, the workload includes the full scope of services necessary to ensure customers are billed in timely manner for the correct amount of square footage in all of the Public Building Services (PBS) Federal Buildings. The Analyst will be responsible for determining the information required in each system, acquiring the data from several sources, and inputting that data into all of the systems. Services also consists of file management of physical files and digital files to include scanning, monitoring, updating status, boxing and sending to CSS for Archiving in accordance with the current records management regulations when on-site. Specific Program Analyst responsibilities include the following:
Lease Administration
- Performs Annual Operating Cost Adjustments to include reviewing files, preparing analysis, processing increase to rental payment timely
- Performs Real Estate Tax Adjustments to include reviewing files, obtaining all necessary information from Lessor or Taxing Authority, preparing analysis and processing rental increase or withhold timely
- Maintains ongoing personal contact with Lessors, Appropriate taxing Authorities, Realty Specialists, Contracting Officers, Transaction Managers, Building Managers, Regional Legal Counsel, Data Managers, Budget Analysts, & Finance to obtain information and resolve problems
- Processes Change of Ownership requests to include obtaining the required documentation and legal approvals, preparing a s Supplemental Lease Agreement, Novation Agreements, etc. and processing the Change in Necessary data systems
- Prepares states of lease and estoppels upon request to include researching lease for required information, obtaining necessary Building Manager & Contracting Officer input and legal approval
- Performs rental histories and analysis to resolve questions, concerns, or discrepancies that are identified
- Monitors expiring leases and initiates lease expiration process to include obtaining all necessary information to initiate a new lease project, prepare an expiring lease letter, sending reminders every 90 days to GSA project contacts and create a physical and electronic project file
- Maintains ongoing personal contact with Lessors, Local Taxing Authorities, Realty Specialists, Contracting Officers, Transaction Managers, Building Managers, Regional Legal Counsel, Data Managers, Budget Analysts, & Finance to obtain information and resolve problems
- Responsible for scanning documentation into the GREX Program and resolving all scanning issues or errors as necessary
- Reviews Lease files, GREX and REXUS System to verify data and process necessary changes as required by Lease Amendment and/or changes to the necessary systems
- Participate in regional or national data clean-up efforts
- Performs Quality control on all actions, correct, and resubmit as necessary
- Performs QC to insure submitted action passed thru properly to client
- Reviews Occupancy Agreement (OA) and notify appropriate person if an error is identified
- Performs other duties as necessary in the management of files and the administration of leases
Operating Cost & Tax Escalation/ Adjustment
- Performs Annual Operating Cost Escalations/ adjustments to include reviewing files, preparing analysis, processing increase to rental payment timely
- Performs Real Estate Tax Escalations/ adjustments to include reviewing files, obtaining all necessary information from Lessor or Taxing Authority, preparing analysis and processing rental increase or withhold timely
- Maintains ongoing personal contact with Lessors, Appropriate Taxing Authority, preparing analysis and processing rental increase or withhold timely
- Maintains ongoing personal contact with Lessors, Appropriate Taxing Authorities, Realty Specialists, Contracting Officers, Transaction Managers, Building Managers, regional Legal Counsel, Data Managers, Budget Analysts, & Finance to obtain information and resolve problems
- Responsible for scanning documentation into the GREX program and resolving all scanning issues or errors as necessary
- Reviews Lease files, GREX and REXUS System to verify data and process changes to the necessary systems
- Ensures all necessary files are uploaded to GREX as required and updates to the tax escalation screen in Rexus are completed according to given guidelines
- Participates in regional/national data cleanup efforts including assisting with biennial PRGX Audit preparation as needed.
- Performs quality control (QC) on all actions, correct, and resubmit as necessary
- Periodically review SOP’s and any training manuals to ensure guidelines are being followed when processing actions/workload assignments.
- Performs other duties as necessary in the management of files and the administration of leases.
Change of Ownership/ Novations
- Processes Change of Ownership requests to include obtaining the required documentation and legal approvals, preparing a Supplemental Lease Agreement, Novation Agreements, etc. and processing the change in necessary data systems
- Performs QC on all actions, correct, and resubmit as necessary.