Asset Management Specialist - Real Estate / Space Utilization (Administrative Associate Iii)

Title: Asset Management Specialist

• Real Estate / Space Utilization (Administrative Associate III)

Salary Range: $48,168.00 - $60,204.00

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: Hybrid

FLSA Status: Exempt

College: KCTCS System Office

Campus Location: System Office

Department: Facilities Management

Total Rewards

KCTCS System Office offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:

• Exceptional health care, vision, and dental coverage for you and your family

• Tuition reimbursement/waiver for you, your spouse, and dependents

• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match

• Vacation/Sick Time

• Work-Life Balance

• 9.5 Paid Holidays

• 2 Weeks of Institutional Closing Pay (Last 2 weeks of December) for qualifying positions

• Employee Assistance Program

Job Summary

The Asset Management Specialist

• Real Estate / Space Utilization (Administrative Associate III) assists with acquisitions and dispositions of real estate, including issuing Intent To Purchase Agreements, ordering surveys, environmental assessments, title searches, review of legal documents and coordination of transaction elements. Performs lease management tasks, including tracking of all critical dates and terms, transaction management, file organization. Contributes to maintaining and tracking the building and space inventory of KCTCS owned, leased, and joint-use facilities. Assists with space data gathering and data file maintenance. Provides support for assessing property and space needs, utilizations, acquisitions, and dispositions. Assists Project Management staff and college representatives in the selection, design, procurement and delivery/ installation of furnishings and equipment.

This is a defined-term contract position renewable each fiscal year and located in Versailles, KY.

KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time.

Job Duties:

Assist with acquisitions and dispositions of real estate, including issuing Intent To Purchase Agreements, ordering surveys, environmental assessments, title searches, review of legal documents and coordination of transaction elements.

Seek and Obtain approvals necessary for execution of real property transactions.

Work closely with the Office of General Counsel to prepare agreements, amendments, easements, and other real estate related documents.

Assist in the preparation of real estate reports for presentation by the Assistant Vice President of Facilities Support Services to the KCTCS Board of Regents, Council for Post-Secondary Education and Legislative Committees.

Maintain real estate property database including entering newly acquired properties, documenting property dispositions details and updating other information/documentation as needed.

Maintain lease administration database, including entering new leases, expiring leases, and amending leases as needed.

Perform lease management tasks, including tracking of all critical dates and terms, transaction management, file organization.

Provide college staff interpretational support of lease terms, billing issues, common area maintenance billing and operational expense reconciliations.

Manage process for review of proposed external leases to determine appropriateness as related to space utilization and optimization.

Conduct physical verification of space database inventory by coordinating or performing periodic building inspections.

Manage annual System-wide space survey data collection of all KCTCS campus locations.

Produce, analyze, and maintain records of the space condition and utilization of various spaces of buildings within the Kentucky Community and Technical College System using data gathered from other disciplines within the Office of Facilities Support Services, other departments of KCTCS, college staff, and personal observations.

Working with Colleges across the institution, coordinate the collection/ maintenance of space data and compile reports and trends for those colleges using that data.

Develop and document the necessary processes to accomplish this, including exports of CAD and PDF files produced by outside consultants in the design or renovation of buildings that are mission critical facilities functions.

Contribute to maintaining and tracking the building and space inventory of KCTCS-owned, leased, and joint use facilities. Assist with space data gathering and data file maintenance.

Create, review and update KCTCS space standards. Consult with others within Facilities Support Services and others to determine the standards to be incorporated in the space standards.

Oversee and modify room numbering during design phases and provide room signage schedules for construction projects.

Assist in the review, monitoring, indexing, and recording of all drawings and manuals submitted from project management, consultants, and sub-contractors.

Provide support for assessing property and space needs, utilizations, acquisitions, and dispositions.

Provide coordination and support for the space utilization process for allocation and reviewing of the utilization of KCTCS' physical spaces. Thus, redefining how spaces are being used to engage and inspire students, faculty, and staff in the most effective and efficient way possible.

Facilitate collaboration across multiple disciplines, contributing to the development of an interconnected and dynamic physical academic landscape.

Manage space use change request intake, assess space needs in collaboration with requesters, and develop recommendations for resolution.

Prepare agenda and backup information for management of space requests for the KCTCS Space Utilization Committee. Record and report outcome of Space Utilization Committee decisions.

Assist Project Management staff and college representatives in the selection, design, procurement and delivery/ installation of furnishings and equipment.

Coordinate procurement of furnishings and equipment RFPs and other procurement with the Procure to Pay division in Business Services Department.

Minimum Qualifications:

Bachelor's Degree in Interior Design, Real Estate, Property Management or Business and three (3) years of relevant experience or equivalent.

Preferred Qualifications:

Bachelor's Degree in Interior Design, Real Estate, Property Management or Business and five (5) years of relevant experience or equivalent.

Additional Skills Requested:

Real Estate or Property Management Experience / Interior Design or Space Planning Experience.