Lease Officer

Job Description:

Contract Specialist IV

The Contract Specialist Lease Officer is the HHSC representative with the Texas Facilities Commission (TFC) leasing staff for all statewide HHS office and warehouse contract leasing actions. This position performs advanced (senior-level) contract management work. Work includes evaluating lease contract data, and negotiating lease contracts, renewals and amendments, and ensuring entry into the Computer Aided Facility Management (CAFM) system is accurate and maintained timely. This position consults with HHSC Procurement & Contracting Services (PCS) regarding procurement activities and lease contract execution to ensure HHSC lease contract policies and procedures, as well as state and federal regulations, are followed for lease contracts and inter-local space agreements. Works closely with HHSC Legal staff to draft lease contract language and facilitate lease contract development. The Contract Specialist Lease Officer maintains professional working relationships with TFC, HHSC regional and state office staff and other stakeholders in contract leasing matters. Works under minimal supervision with considerable latitude for the use of initiative and independent judgment.
 

Essential Job Functions:

Facility Requests (40%)
Receives, reviews, and processes all requests for new or changing space needs for HHS facilities across the state. This includes requests for new contract leases, contract lease renewals, add-space, transfers of space, lease cancellations, reductions in space, tenant improvements to existing space, lessor performance issues, and other leasing issues. Provides analysis of facility specifications, space usage standards, and terms and conditions
in anticipation of any issues that may be raised by TFC and leads the resolution of those issues. Prior to submitting lease requests to TFC the Lease Officer ensures all TFC required specifications, terms and conditions and other documentation are completed accurately and provide required operational justification for the requested lease action. Represents HHSC in the development of solicitation documents and Requests for Proposals (RFPs) issued by TFC, often providing suggested lessors to receive RFPs; serves on evaluation team for reviewing and prioritizing proposals; advises HHS program area on best value proposals; coordinates final selection with TFC; certifies funding; reviews final lease contracts on behalf of HHSC to ensure they are in the best interest of the program area and the agency.

 

Communication (20%)
Serves as a consulting liaison between HHS regional/state office departments, contractors/lessors and TFC regarding statewide office space needs and issues. Maintains effective relations and communications within the Facilities Planning and Leasing unit, TFC Lease Officers, and contracted lessors. Provides clear explanations to requestors in agency program areas regarding TFC requirements and expectations and HHSC leasing policies. Provides consultative services and professional and technical support to HHS program staff in the planning and efficient use of space by their staff and clients. Communicates frequently with TFC Lease Officers to answer inquiries, provide additional explanation/justification, and receive approvals or denials for the requested new or modified lease contracts. Relays requests for additional information back to the requesting staff, providing explanations and recommendations for further consideration and requested revisions. When requested, intercedes
with contracted lessors to explain contractual expectations, discuss performance issues, and/or resolve conflicts.


Computer Aided Facility Management (CAFM) (20%)
Reviews HHS lease information stored in CAFM to ensure accurate data maintenance. Makes corrections, additions, or deletions as needed. Analyzes CAFM reports to monitor lead times and initiate required lease actions in a timely manner. Utilizes CAFM to respond to inquiries from management or other HHSC stakeholder departments regarding HHS lease details. Creates, enters, and tracks customer requests, required documentation, decisions, and workflow in the CAFM system to ensure compliance with timeliness and process requirements for all leases.


Technical Support (20%)
Using judgement, experience, policy, process, and procedural knowledge, assists regional and state office staff with all types of leasing inquiries and compliance issues. Ensures HHS program areas are compliant with space usage standards regarding size and type of offices. Conducts risk assessments prior to entering contracts with construction vendors and lessors based on historical evidence of past contract performance and any anticipated negative impact to HHSC. Oversees lease contracts and local free/donated space agreements, monitoring compliance with applicable laws, statutes, rules, and regulations for office space. Advises HHS facility management staff regarding lessor responsibilities and lease requirements to effectively review and manage lessor performance issues. Monitors regulatory requirements pertaining to contract administration, and contract methodologies. Reviews building inspections, accessibility reports, environmental assessments, blueprints, and surveys to determine compliance with certification requirements, laws, regulations and HHS policies. Additionally, evaluate fiscal data for reasonableness (best value for state), and conforms to contract requirements, edit and write statement of work for contract requirement for request for proposal on lease buildings, and negotiate lease features of a contract for HHS system.
 

Registrations, Licensure Requirements or Certifications:

Must be able to complete the required courses and pass the exam for the CTCM within the first 6 months of employment. 

Knowledge Skills Abilities:

Knowledge of contracting and procurement regulations, policies, and procedures.
Knowledge of Texas state lease procurement processes and procedures.
Knowledge of the principles of space planning and facility construction.
Knowledge of the authorities and interrelationships of the Health and Human Services Commission and the Texas Facilities Commission regarding leased and state-owned space.

Ability to use CAFM or similar facility management or lease tracking system for analysis, workflow monitoring, and data maintenance.
Ability to use Computer-Aided Design (CAD), MS Excel, Adobe Acrobat DC, Word, and Power Point.
Ability to evaluate contracts and recommend future status.
Ability to write and edit contract requirements and specifications; and to negotiate features of a contract.
Ability to review and understand concept plans, site plans, and Mechanical, Electrical, Plumbing, and Architectural plans.

Ability to understand the agencies’ business needs and operations to ensure space planning and lease space will meet the agencies business needs and their operations.

Ability to listen to, understand, interpret, and analyze complex information; to devise solutions to problems; and to work effectively with others to implement solutions.

Skill in written and oral communication; in clear and concise writing for correspondence, reporting, recommendations, and documentation; in building effective working relationships with peers, management, and customers; in expressing complex issues in an understandable manner to a wide variety of audiences.
 

Initial Screening Criteria:

1. Experience with facility lease procurement documentation and processes.
2. Experience in communicating complex issues to a variety of audiences.
3. Experience using computer assisted facility management type software.
4. Experience with construction processes and terminology.

5. Experience with project management and property management. 

6. Experience in reviewing, understanding, interpreting, written contracts, and amendments.

7. Experience in reviewing, drafting, and revising contracts, correspondence, and amendments to reflect the agencies or company's  business and operational needs.

8. Experience in reviewing and understanding floorplans, site plans, and construction plans.