Project Coordinator, Real Estate

Project Coordinator, Real Estate

This position is responsible for providing administrative project support to all facets of the Real Estate Department. This includes Transaction and Tenant Management, Property Management, and Project Management. The incumbent oversees the entire bid solicitation and award process for the selection of appraisers, title companies, and code compliance vendors for which Real Estate has on-call contracts. The incumbent is responsible for the maintenance of the Real Estate Department's Policies & Procedures. Additionally, this position assists the Assistant Deputy Director, Real Estate Administration, with the management of the MTA Real Estate Finance Committee and Board Book process, as well as the records management function, which includes maintaining a centralized filing system for both electronic and physical records. Actively contributing to the department's seamless functioning by offering clerical, administrative, record-keeping, and general office assistance, encompassing both routine and non-routine tasks. The incumbent will exhibit exceptional judgment and discretion while carrying out their responsibilities.

Responsibilities :

• Create and maintain databases for efficient data management, as well as organize and manage electronic files and documents to ensure accessibility and organization.
• Develop PowerPoint presentations for meetings, conferences, and other professional purposes. Collaborate with team members to streamline administrative processes through technology solutions.
• Support the Director of Finance & Administration by providing contract administration services to facilitate the operations of various Real Estate business units, which include managing the entire internal bid and award process for all of Real Estate's on-call service contracts. The process includes coordinating and managing the solicitation process, solicitation review, awarding of assignments, and preparation of all supporting documentation (e.g., purchase requisitions, etc.) for MTA Procurement to issue a purchase order.
• Issue a solicitation letter requesting a fee quote. The letter includes specific information required for the appraisal assignment, such as the scope of work, property description, interest to be appraised, and bid due date.
• Complete an assessment to determine which of the firms on the On-Call Appraisal list meet the criteria to perform the scope of work.
• Send solicitation letters via email to the appraisal firms that meet the assessment criteria.
• Solicitation responses are reviewed, and the appraisal work is awarded based on cost and qualifications.
• Review the solicitation responses and draft an award memo, which is reviewed by the Sr. Deputy Director of Transaction Management and the Director of Transaction Management.
• Once a Purchase Order is issued, a notice to proceed is sent to the selected Appraisal firm.
• Schedule meetings. Record, transcribe, and summarize meeting notes and discussions. These include internal business governance meetings chaired by the Chief Real Estate Transactions and Operations Officer, which monitor marketing, leasing, and legal aspects of the department's activities.
• Generate all required department correspondence.
• Maintenance of the Real Estate Department's Policies & Procedures tracking system, which involves updating the dashboard, conducting meetings to review policies, and assisting in providing enforcement and governance of departmental policies and procedures; and handling other tasks related to this function as needed.
• Responsible for the organization of office space and maintenance of a professional environment, the upkeep of the departmental filing system, logs correspondence, greets visitors to the department and refers them to proper individuals, orders supplies for the department, tracks and processes invoices and related items, and performs general clerical duties as required.
• Provides direction to less experienced team members. Assists with creating a professional environment that respects individual differences and enables all employees to develop and contribute to their full potential. Helps ensure that the environment fosters a positive employee relations climate that is aligned with MTA principles, policies, and programs consistently.
• Other duties as assigned.

Required Knowledge / Skills / Abilities :

Required Education and Experience :

Other Information :

According to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the "Commission"). Equal Employment Opportunity MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including those concerning veteran status and individuals with disabilities. The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.