Facilities Management Specialist 2 CX

FAC MGT SPEC 2 CX (004482)

UCPath Position ID: TBD_4470

Position Description History/Status

Approved Date:

5/27/2025 2:51:28 PM

Date Last Edited:

5/27/2025 2:51:25 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_4470

Position Description ID

240380

UC Payroll Title:

FAC MGT SPEC 2 CX (004482)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41038899

Reports to Payroll Title:

FAC MGT SPEC 4

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.

POSITION SUMMARY

nder the direction of the Senior Property Manager or Property Manager (SPM/PM), the Assistant Property Manager (APM) supports a wide range of operating and management duties and processes related to one or more of the 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; monitoring and managing 3rd party contracted services (parking management, security, janitorial, etc.); budgeting and tracking of building operating revenue and expenses; support to Tenant Improvement activity, tenant move-ins/move-outs; managing the office of the building; coordinating maintenance and construction vendors; and developing, refining and managing to UCLA operating policies, procedures and standards.

The APM supports the SPM/PM supervisor in most duties and responsibilities, coordinating with subordinates such as Property Assistants (PA) and Office Administrators (OA). The APM position is an active, and interactive day-to-day operations-oriented position, supporting and coordinating maintenance priorities and activities, tenant issues, building services, financial management, and overall customer service. The position also requires long-term focus on the protection and enhancement of the value of the UCLA asset; budgeting of revenue and expenses; operating policies and procedures; building service contracts; and overall efficient building operations.

The UCLA Asset Management Department provides full-service property management for University-owned high-rise office buildings in Westwood (eight buildings containing 2M SF, occupied by 150 primarily University tenants and generating $30M of rental income), and limited-service property management to 90 other University owned properties.  Departmental services managed by UCLA employees include: management of day-to-day activities (building operations, repairs and maintenance, janitorial, security, safety, parking operations, and tenant relations); financial management (rent collection, accounting, budgeting, property tax administration, real estate valuations); leasing and lease administration; construction management (tenant improvements, major maintenance and capital improvements); and contracts management (construction contracts and professional services agreements).

Customer Service

Build and sustain strong, effective and 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, electronic, telephonic, 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.

25%

Property Management Pt. 1

Receive, maintain, prioritize, manage, monitor and dispatch all building maintenance work orders - sourced via verbal, email, or by phone. Responsible for processing specialized (non-routine) work orders. Track progress and completion and coordinate the invoicing of billable work orders. Coordinate work orders with PA and OA. Submit FSRs (Facility Service Requests) and TSRs (Telephone Service Requests) per Department procedures and coordinate vendor/staff responses to FSRs/TSRs. Prepare monthly work order reports on maintenance requests, services rendered, completion time, billing, and tenant responses and analyze results. Responsible for ensuring that all local government permits and inspections for building compliance and of building equipment are scheduled and completed. Utilize the master schedule for inspections and permit renewal cycles. Prepare monthly reports of inspection outcomes and needed (and completed) compliance activities. Conduct periodic inspections of assigned building on a monthly basis and prepare reports for the Department.  Maintain inspection checklists and inspection process documents for use in executing monthly inspections. Receive training on inspection process from SPM/PM. Coordinate the priorities and completion of routine maintenance of the building (e.g., window washing, backflow testing, chiller testing, etc.) and coordinate the scheduling, contracting and oversight of the work performed under the direction of the SPM/PM. Support the SPM/PM in ensuring optimal functioning of all building systems (HVAC, mechanical, electrical, plumbing, fire/life safety, elevators, etc.). Support the SPM/PM in preparing and implementing 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.

20%

Property Management Pt. 2

Coordinate 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. Coordinate on-site vendor work for all 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 tenant communication, security and safety requirements and resolve issues. Ensure proper coordination with Contracts Team for efficient contracting process. Coordinate all tenant move-ins and move-outs, and all required changes (keys, parking access, signage, insurance, directory, inspection, clean-up, alarms, furniture, deposits, damages to common areas, etc.). Ensure that master lists of building tenant contact information, emergency contacts, staff and vendors, and other contacts are maintained and distributed to the Department and Building Staff. Ensure that all building, tenant suite, elevator, emergency exit, lobby, and common area signage is current, operational and legible. Perform updates to the UCLA Space Inventory consistent with Campus and Department policy.

20%

Property Asset Management

Prepare, distribute, document and file all building correspondence with tenants, vendors, contractors, government agencies, Fire Department, etc. Support the SPM/PM, Asset Manager and Director in the oversight of major maintenance contractors through attendance at construction meetings, and the development and execution of the building operating plan during construction. Responsible for creation and delivery of tenant communications about these projects. Obtain training to serve as a back-up and perform building operations duties and provide coverage when required due to absences of SPM/PM, other APMs and OAs or as requestee

20%

Financial Analysis

Under the direction of the SPM/PM, monitor accounts receivable and work with the Accounting Team to collect overdue rent and resolve unpaid charge issues. Approve all monthly of tenant charges generated by the Accounting Team prior to their distribution to tenants. Provide assistance to Financial Coordinators in preparing and distributing notifications of rent changes, Tenant Statements and Invoices. Prepare the Rent Roll and Aging reports. Gain an intermediate level of understanding of the accounting impact of various lease clauses (net vs. gross rent, CPI adjustments, TI allowances, estimated and reconciled expense recovery, etc.). Review and approve Accounting Team's calculation of expense recovery for assigned building. Prepare trend and impact analysis. Monitor building expenses against budget and evaluate variances. Prepare variance explanation reports. Draft action items to counter expense overages or emerging overage trends for SPM/PM approval and implementation. Work with SPM/PM and Financial Coordinators to prepare building revenue and expense schedules for Annual Original and Mid-Year Budgets for assigned building(s). Work with SPM/PM and Financial Coordinators to prepare monthly operating statement variance reports.

15%

•

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 Real Estate or equivalent combination of education and experience

Required

Min 3 years of

Commercial Property Management

Required

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

Required

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

Required

Analytical skills to organize technical data and information, draw appropriate conclusions and recommend solutions, as well as in mathematical computations required for commercial property management.

Required

Knowledge of financial and business analytical techniques, including ability to create spreadsheets that perform calculations for financial analyses, tabulations and projections, and ability to communicate results of those analyses in clear and simple deliverables.

Required

Ability to be on call (to handle building emergencies) on weeknights, weekends and holidays.

Required

Ability to read, analyze, interpret and comprehend leases, lease correspondence, lease-related calculations, maintenance contracts and specifications, and professional service contracts.

Required

Intermediate written communication skills to prepare clear and concise correspondence and reports at a level appropriate for the intended audience.

Required

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 making oral presentations to groups to persuade others, to take action, or to provide information or explain procedures, policies, etc.

Required

Skill in negotiating and exchanging ideas, information and opinions with others to arrive jointly at decisions, conclusions or solutions. Knowledge of basic lease negotiation tactics.

Required

Skill in examining building operations and administrative procedures, and developing streamlined procedures.

Required

Intermediate skill in using Microsoft applications including Outlook, Word, Excel and Internet search tools.

Required

Intermediate skill in using Yardi property management software.

Preferred

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

X

Squatting/Kneeling

X

X

Climbing

X

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

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

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.