Data and Administrative Management Support

Location: Vancro is seeking a Data and Administrative Management Support person to support GSA activities at The One World Trade Center, 285 Fulton St., New York, NY 10007 (START DATE: 1 OCTOBER 2022).

General Scope. Work closely with GSA Management, Project Managers, Asset Managers, Client Planning Managers and Leasing Specialists/Leasing Contracting Officers to ensure proper data management and timely processing of related actions in support of GSA PBS activities.

Specific Description of Services:

• Respond to work requests originating from the GSA PBS Managers, Project Managers, Client Planning Managers, Asset Managers and Leasing Specialists/Leasing Contracting Officers.
• Data Entry / Transfer / Management / Quality assurance / Notification: enter data to various systems pertaining to management of leased building space. Provide data Quality Assurance/Quality Control to maintain accurate data. Run reports for QA/QC to be used for tracking purposes, as necessary. • Provide Data Retrieval/Analysis: research all documentation as necessary to process actions requested by the Project Manager, Asset Manager, Client Planning Managers, Leasing Specialist/Lease Contracting Officer. Analyze the request and ensure data accuracy prior to input.
• Participation in special projects related to data management including internal audits, federal and leased inventory, lease(s) archival, resolving System for Award Management (SAM) issues, researching data issues in our systems, physical paper filing and file maintenance, etc.
• Research, processing, and completion of Reimbursable Work Authorization (RWAs). This consists of allocating dollar amounts received from Finance, processing payments against an RWA, and the completion and closeout of RWAs as approved by a proper Federal Government employee.
• Transmitting all data to Finance through the appropriate system. Copying, distributing, scanning, and filing, including electronic filing, of related paperwork upon completion.
• Creation and maintenance of budget reconciliation reports using spreadsheets.
• Researches and analyzes Lease documents, Occupancy Agreements, and payments, reconciling financial disbursements and charges to client agencies when necessary.
• Occasionally, processing Change of Ownership requests to include obtaining the required documentation and legal approvals and preparing the Lease Amendment for the Lease Contracting Officer's approval. Working with the LCO to reflect the change in REXUS.
• Occasionally, processing Change of Address, Change of Payee's, Electronic Funds Transfer requests & Changes to include obtaining the required information, ensuring accuracy of information provided and making necessary changes in REXUS along with any approvals needed from the LCO.
• Preparing legal instruments such as Statements of Lease and Subordination, No Disturbance and Attornment Agreements (SNDAs) upon request to include researching Lease for required information, obtaining necessary Lease
Administrator & Lease Contracting Officer input along with Legal Approval as needed. • Performs rental histories and analysis to resolve questions, concerns or discrepancies that are identified.
• Assist in initiating the lease expiration process to include obtaining all necessary information to initiate a new lease project, prepare an expiring lease letter, and create project files.
• Assist in establishing programmatic protocols and maintenance parameters for the establishment of any existing or new programmatic requirements under the responsibility of the Leasing Division. For example, and shall include, but is not limited to, researching, documenting and assisting in identifying the universe of all leases considered "other than small business". Assist in developing and issuing communications to Lessors identifying the responsibility to comply with Small Business Subcontracting requirements, as well as perform follow up activities related to annual Small Business Subcontracting reporting.
• Occasionally assist with program analytics for any number of Leasing related programs, measures and/or metrics management that can assist leadership in making critical decisions as it relates to workload management and informs good business decisions.
• Learn and apply federal policy, guidelines and any changes to policy and guidelines to work product.

Core Competencies.

• Skill in communicating effectively, both orally and in writing to prepare reports, clarify discrepancies and provide subject matter training.
• Skill in applying fact-finding and investigative techniques to gather information. Ability to gather and analyze data, spot inconsistencies and potential problems and determine alternatives, resolves issues, and handles inquiries.
• Ability to learn new software systems and input data.
• Ability to work well in a team environment.
• Ability to manage multiple responsibilities and/or projects.
• Skill in organizing and analyzing large amounts of information with special focus on detail.

Information Technology Skills.

The Contractor shall be proficient in the operation and use of the hardware, software, and applications as specified below. Note that the Contractor shall be adaptable to learning and utilizing new or changing hardware, software, and associated applications over the term of this Contract that directly relate to the tasks required under this contract.

Systems/and or software tools required to perform the tasks and requirements under this contract are located on the PBS Portal or Local Area Network (LAN). The PBS Portal is an Intranet/Extranet web application that enables secure and efficient input and retrieval of information relating to PBS' business operations. Below are descriptions of systems/tools located on the PBS Portal or provided on the Local Area Network that may be utilized by the contract staff.
• Windows 2010 server or newer
• Windows 10, Windows XP and Windows 7 client
• MS Office 2010 or newer, MS Excel 2010 or newer
• Citrix ICA, Checkpoint VPN and Cisco IP Communicator, Horizon VPN
• Google Mail
• Adobe Acrobat Professional and Nuance Converter Enterprise Foxit
• Internet Explorer
GSA Specific IT Tools:
• REXUS
• Galaxy
• Pegasys
• Comprizon/EASi
• RETA
• OA Tool
• Rent Bill Management Tool (RBM)
• G-REX, etc
• Rent on the Web (ROW)
• Documentum - EDMS

Standards of Conduct and Restrictions. The contractor shall adhere to the same professional and ethical standards of conduct required of Government personnel. The contractor shall not:
• Discuss with unauthorized persons any information obtained in the performance of work under this order. Conduct business, other than that which is covered by this order, during periods paid by the Government.
• Conduct business not directly related to this order on Government premises.
• Use computer systems and/or other Government facilities for company or personal business; or
• Recruit on Government premises or otherwise act to disrupt official Government business.

Education and Experience:

• High School education or GED equivalent
• Min of 2 years of experience in field of work, (the 2 years must be within the last 5 years).
• Experience working with senior level executives and staff.
• Ability to quickly learn GSA/Federal IT applications in support of duties.

Highly Desired:

• Associates Degree or higher.
• Three or more years of recent experience with equivalent work.
• Prior Military, or Federal experience is a plus.
• Prior experience working GSA/Federal IT applications and programs

Benefits:

Paid time off including holidays and parental leave, medical and dental plans, retirement savings plans with company-match, disability and life insurance, tuition reimbursement program, recognition and service award programs, wellness and workplace flexibility programs.

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Current Openings for Data and Administrative Management Support Jobs at Vancro Incorporated