Facilities Management Specialist 3

FAC MGT SPEC 3 (005195)

UCPath Position ID: TBD_4374

Position Description History/Status

Approved Date:

5/7/2025 2:54:41 PM

Date Last Edited:

5/7/2025 2:54:38 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6455D

Division:

REAL ESTATE SERVICES

Department:

318900 - UCLA ASSET MANAGEMENT

Position Details

UCPath Position Number:

TBD_4374

Position Description ID

239686

UC Payroll Title:

FAC MGT SPEC 3 (005195)

Business Title:

Facilities Management Specialist 3

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41067068

Reports to Payroll Title:

REAL ESTATE MGR 1

UCPath Department Head Position Number:

40194410

Department Head Payroll Title:

REAL ESTATE MGR 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

4481

FAC MGT SPEC 1

2

POSITION SUMMARY

Under the direction of the Asset Manager/Senior Property Manager (AM/SPM), the Property Manager (PM) is responsible for all operating duties and property management processes supporting one or more of UCLA Asset Management's office building assets. Duties include: day-to-day operations of the building; interfacing and communicating with tenants; managing tenant relationships; directing customer (tenant) services; budgeting and tracking of the building operating revenue and expenses; overseeing Tenant Improvement construction and tenant move-ins/move-outs; monitoring and managing 3rd party contracted services (parking management, security, janitorial, etc.); managing the office of the building; contributing to leasing plans and activity; supporting the recruiting and training of Operations Team; and developing, refining and managing to UCLA operating policies, procedures and standards.

The UCLA Asset Management Department provides full-service property management for University-owned buildings in Los Angeles County (estimated over 2.1 Million SF, occupied by 150 primarily University tenants and generating $60M of annual revenue), plus limited-service property management to 90 other University-owned properties.

Property Operations

Work Orders: Supervise the Department's internal processes to receive, maintain, prioritize, dispatch, monitor and oversee the successful execution of all building maintenance work orders ? sourced via verbal, email, or phone. Track progress and completion and supervise the invoicing of billable tasks. Coordinate work orders with APM, PA and OA and Engineering. Review and analyze prepared work order reports on maintenance requests, services rendered, completion time, billing, and tenant responses. Based on data analysis, recommend, obtain approval of and implement programmatic changes for source building as well as for portfolio-wide consideration.  Tenant Safety: Coordinate (with APM, PA or OA) all Fire, Life Safety requirements for the building, including Front Desk Manuals for emergency and fire drills, floor warden training, maintenance of and compliance with the Injury & Illness Prevention Plan (IIPP); and ensure that all Fire, Life Safety programs, policies and procedures adhere to State laws, UCLA Policies and Procedures and Department policy.  Permits and Inspections: Ensure that all local government permits and inspections for building compliance and of building equipment are scheduled and completed in a timely manner. Prepare and supervise staff in maintenance of the master schedule for inspections and permit renewal cycles. Review and approve monthly reports of inspection outcomes and needed (and completed) compliance activities. Work with Engineering to schedule required maintenance resulting from these reports.  Property Inspections: Supervise staff in conduct periodic inspections of assigned buildings on a monthly basis and prepare reports for the Asset Management Department and for the University. Ensure that inspection checklists and inspection process documents for use in executing monthly inspections are updated and maintained. Deliver training to staff on inspection processes. Building Maintenance: Prepare, implement and manage a program for routine maintenance of the building (e.g., window washing, backflow testing, chiller testing, etc.) and supervise the scheduling, contracting and oversight of the work performed (with APMs and PAs). Responsible for coordinating with Engineering to ensure optimal functioning of all building systems (HVAC, mechanical, electrical, plumbing, fire/life safety, elevators, etc.). With Engineering, prepare and implement a preventive maintenance program focused on the risk management and cost effective building maintenance, and ensure this program is integrated into asset planning and budgeting.  Contracted Services: Supervise or direct staff in supervising major service contractors (parking, security, janitorial, elevators) and the supervision of vendor employees and onsite staff. Manage vendor performance and contract terms, and determine contract renewal scope of services and negotiate of contract terms, as applicable. Supervise other contract services (landscape, hardscape, pest control, window cleaning, cameras, signage, common area painting, common area or tenant carpet cleaning, etc.) and coordination of contracting with Facilities and Contracts Team. Review and approve purchases of equipment, supplies, and parts, etc. required for contracted service vendors and supervise related purchasing. Tenant Improvements (TIs): Supervise or direct staff in coordinating all TI jobs, including all tenant coordination, tenant communication before, during and after the TI job, and logistical issues arising in the building from TI activity in collaboration with the Construction Project Manager. Capital Improvements - Non-Major, oversee the coordination all vendor on-site work for non-major maintenance projects for the building, monitoring contract terms and conditions related to equipment movement, hours, logistics, service needs, noise, disruption, etc. Define and execute or direct staff in executing tenant communication, security and safety requirements, and issue resolution. Collaborate with the Contracts Team to deliver an efficient contracting process for each project.  Tenant Move-Ins/Move-Outs: Coordinate or direct staff in coordinating all tenant move-ins and move-outs, and all changes required (keys, parking access, signage, insurance, directory, inspection, clean-up, alarms, furniture, deposits, damages to common areas, etc.).   List Maintenance: Ensure that master lists of building tenant contact information, emergency contacts, staff and vendors, and other contacts are updated and distributed to the Department and Building Staff.  Signage: Responsible for ensuring that all building, tenant suite, elevator, emergency exit, lobby, and common area signage is current, operational and legible. UCLA Space Inventory: Ensure that UCLA space inventory is updated and consistent with Campus and Department policy. Emergency Response: Responsible for coordinating responses of building personnel (security, engineering, janitorial, parking) and tenants to emergency situations and ensuring those responses comply with University Policies and Procedures. Responsible for teaching building personnel and tenants to respond to emergency situations. Conduct tests of emergency responses to evaluate emergency preparedness. After drills and actual emergencies, responsible for analysis of the adequacy of emergency responses, and designing and delivering training and drilling in areas were emergency response performance may be improved. Office of the Building: Assist AM/SPM and Director in operating the office of the building in accordance with Department policy.  Parking: Manage the parking garage, including overseeing the assignment of tenant parking spaces by staff and parking vendor; reviewing the prepared reconciliation of parking vendor's monthly reports for payroll deducted parkers; reviewing the parking activity reports and assuring parking vendor terms of service are properly executed. Co-manage access rights to Pay-on-Foot stations with Financial Manager.  Office/Building Supply Management: Review the physical inventory of all supplies needed for office and building operations, review and approve purchases of those supplies, and ensure that the purchases are conducted in accordance with UCLA Policy and Procedures.

30%

Financial Analysis

Revenue Management: Oversee the production and distribution of tenant invoices and collection of all revenues, including the monitoring of accounts receivable, collection of overdue amounts and resolution of unpaid charge issues. Ensure the monthly approval of all tenant rent charges generated by the Accounting Team prior to distribution to tenants. Review and approve the Rent Roll and Aging Reports.  Lease Accounting: Demonstrate an intermediate level understanding of the accounting impact of various lease clauses (expense recovery, net vs. gross rent, CPI adjustments, TI allowances, estimated and actual escalation, etc.).  Escalation Review: Review and approve Accounting Team's calculation of expense recovery for assigned building. Prepare trend and impact analysis. Prior to distribution to tenants, review and approve Accounting Team's calculations of estimated escalation and actual escalation.  Building Expense Management: Monitor building expenses against budget and evaluate variances. Review and approve monthly variance reports. Review and approve actions steps to counter expense overages or emerging overage trends and implement corrective actions.  Annual Property Budgeting: Work with Financial Coordinators to prepare building revenue and expense schedules for Annual Original and Mid-Year Budgets. Work with Financial Manager to prepare Annual Original and Mid-Year Budgets for assigned building(s). Operating Variance Analysis: Review and approve monthly operating statement variance reports prepared by staff. Contract Management: Gain an understanding of contract scope, terms and conditions. Check staff's comparison of vendor invoices to contract and budget, and their verification hours and pay rate for vendor employees, and approve invoices for payment. Expenditure Authority: Delegated authority to approve budgeted expenditures for operating expenses up to $50,000. Obtain approval for any unbudgeted operating expense. Cash Management: Ensure the receipt of cash and checks occurs in compliance with Department and University Policies and Procedures. Possessory Interest Tax: Maintain Possessory Interest Tax schedules and approve tax bills for payment. TIA Balances: Approve all TI Allowance Balance Reports.

25%

Property and Asset Management

Tenant Correspondence: Oversee the preparation, distribution, documentation and filing of all building correspondence with tenants, vendors, contractors, government agencies, Fire Department, etc. Capital Improvements - Major: With AM/SPM, Director Construction Project Manager and Construction Coordinator, coordinate activity of major maintenance contractors through attendance at construction meetings, and the development and execution of the building operating plan during construction. Responsible for tenant communication about major maintenance projects. Policies and Procedures: Responsible with other PMs for the evaluation of current building operating policies, analysis of recommended changes for more efficient building management, risk management, tenant relationships and communication, vendor management, staff resource allocation and other Asset Management (AM) building operating procedures. Responsible (with other PMs) for the documentation of all building operating policies and procedures in the AM Building Operations Manual. Leasing Knowledge: Has advanced knowledge of commercial real estate leasing, law, standard and special lease terms. Understands of the economic impact of lease terms on building revenue, expenses, operations and value. Ensure that staff have requisite knowledge of commercial real estate. Lease Negotiations - Non-UC Tenants: Support the AM/SPM and Director in the development of leasing strategy (for office and retail space), lease parameters and in negotiations with new and renewing Non-UC tenants for assigned building(s). Lease Negotiations - UC Tenants: Under supervision of the AM/SPM and Director, develop the leasing strategy (for office space) and lease parameters for new and renewing UC tenants for assigned building(s). Under supervision of the AM/SPM and Director, negotiate leases with new and renewing UC tenants and prepare draft leases. Responsible for execution of renewal leases by existing tenants prior to expiration of current lease and timely execution of new leases that minimizes vacancy between leases. Lease Administration: Review and approve the set-up of new leases and lease changes in Yardi. Ensure that staff are trained on Yardi. Training / Professional Development: Actively participate in a professional organization such as IREM, BOMA or CREW, to expand industry knowledge and develop a network of contacts for idea exchange. Achieve and maintain professional certification in property management, such as CPM (Certified Property Manager, IREM).

20%

Customer Service

Customer Service Program: Implement the Customer Service Program designed by the AM/SPM. Build and sustain professional working relationships with all staff, tenants, vendors and the general public visiting the building. Demonstrate the ability to be cooperative and courteous in verbal, telephonic, electronic and written communications. Demonstrate the ability to provide prompt and effective customer service relative to inquiries, requests, complaints, and needs of all building tenants and operations personnel. Demonstrate sensitivity to service conflicts and delivery problems. Support and develop the customer service skills of staff by example and by coaching/training. Customer Communication: Supervise the maintenance open communication channels and regular communication with all tenants and vendors in support of the Customer Service Program.  Operations Staff Communication: Plan and conduct regular meetings of the Building Operations Team to coordinate building activities, operations planning, specific tenant and vendor issues, operations protocols, and other issues. Tenant and Customer Surveys: Responsible for the preparation and conduct (or contracting) of performance satisfaction surveys related to property operations, property management, customer interface, etc., and the compilation and analysis of results.

15%

Supervision

Staff Cross-Training: With the AM/SPM, design and execute back-up plan for providing coverage for all building operations duties, including cross-training of staff. Staff Supervision: For assigned Building Team, assist the Asset Manager/Sr. Property Manager in: interviewing, hiring, and training; planning, and delegation of assignments and projects; work flow and special project priorities; performance evaluation; rewarding and disciplinary action; addressing complaints and resolving problems, and other personnel matters related to development and retention of strong performing staff. Support the Department and Operations Team in all recruiting efforts.

5%

Other

Streamlining: Focus on the practice of continuous improvement: constantly think about ways to improve our processes and streamline our workflow. Other duties as assigned.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and/or equivalent combination of education and experience

Required

5-10 years

Commercial Real Estate experience

Required

Expert knowledge of commercial property management, including building operations, tenant relations, leasing, contract services, coordinating tenant improvement construction projects, financial statement analysis, budget preparation and variance analysis.

Required

Demonstrated knowledge of accounting, collections and internal controls, sufficient to analyze monthly variance reports and collect overdue accounts, as well as experience in preparing detailed property budgets and monitoring expenditures against those budgets.

Required

Demonstrated customer service skills to work effectively with tenants, vendors, co-workers, and University personnel with which Asset Management interacts.

Required

Demonstrated knowledge of financial modeling, quantitative and analytical skills, property-level financial statement analysis and forecasting for commercial property management. Detailed knowledge of financial and business analytical techniques, including ability to create spreadsheets that perform complex calculations for financial analyses, tabulations and projections, and ability to communicate results of those analyses in clear and simple deliverables.

Required

Ability to consult with individuals at all levels to resolve complex commercial real estate problems and complaints, take independent action, demonstrate initiative, dependability and good judgement in problem solving.

Required

Advanced skill in using Microsoft applications including Outlook, Word, Access, Excel, PowerPoint and Internet search tools.  Intermediate skill in using RE industry software, such as Yardi (property management), Argus (lease-by-lease analysis) and CoStar (market research).

Required

Skill in recruiting, selecting, and supervising staff, including delegation of responsibilities, development, training, monitoring progress, performance evaluation, work assignments, fostering a cooperative work environment and taking appropriate disciplinary action when necessary.

Required

Ability to establish and maintain effective and diplomatic working relationships with diverse groups, such as management, staff, colleagues, clients, outside contractors, engineers, architects and University administrators on a variety of complex issues and tasks. Demonstrated ability to resolve disputes among groups of peers and colleagues at different levels.  Skill in negotiating and exchanging ideas, information and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions or solutions. Skill in lease negotiation tactics.  15. Ability to state own position clearly and constructively, and express disagreement tactfully with perseverance in proposing solutions. Ability to maintain equanimity in the face of resistance, indifference or hostility.  Ability to accept ambiguous circumstances or data and take action where answers to a problem are not readily apparent.

Required

Ability to read, analyze, interpret and comprehend leases, lease correspondence, lease-related calculations, maintenance contracts and specifications, and professional service contracts. Skill in analyzing contracts and other documents to determine nature, content, importance and compliance with UC Policies and Procedures.  Excellent written communication skills to prepare clear and concise correspondence and reports at a level appropriate for the intended audience.  Skill in speaking clearly and distinctly, both in person and on the telephone, using appropriate vocabulary and grammar to obtain and convey information to individuals at various organizational levels, as well as in discussing a variety of job-related topics on short or no notice and handling rapid changes or difficult questions in conversation.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

10920 Wilshire Blvd #815

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.