Job Description

Department: Public Works Location: HALIFAX Type of Employment: Permanent Union Status: NSGEU - NSPG Closing Date: 8/30/2022 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Real Estate Section of Public Works is responsible for providing a variety of real estate services to other Government Departments, Boards, Agencies, and Commissions. These services include: Property services on a government-wide basis, including acquisition and space management, leasing of government Infrastructure Leasing and Facilities Planning needs; Real estate acquisition and disposal services, road investigations, appraisal, and survey services; Inventory, postal and stationery supply services, system furniture design and acquisition, inventory acquisition for new schools, disposal of all surplus furniture and equipment; Property management services for Crown properties and; 6 Industrial Water Utilities owned by the Province.

About Our Opportunity

The Leasing Coordinator is responsible for the coordination of all Real Estate related functions and programs within the Division. This position correlates a diverse and substantial portfolio of projects with a high level of complexity and a required understanding/application of related policies/guidelines, The Coordinator supports the planning and administration of related programs, actively researching, analyzing, and interpreting leasing materials, coordinating client needs and relationships with the Infrastructure Leasing and Facilities Planning team, responding to client needs, facility issues, and lease related requirements.

Primary Accountabilities

The primary accountabilities of this position are:
Gathers, reviews, and interprets related information and resources for the preparation of complex legal documentation for commercial and industrial leasing transactions, including real estate agreements, affidavits, leases, notice of leases and assignments, property access licenses, utilities licenses, occupation licenses and agreements, tenancy agreements, memorandum of agreements, submissions to Executive Council, and correspondence. The incumbent analyses, collates, summarizes, and reproduces real estate files and legal documents, to be clearly conveyed to senior management.
Operates and administers a variety of technical systems/applications such as SAP, Property online, Leasing Management System, Mail Tracking System and MS Project to support and enable efficient operations within related divisional operations/programs. Participates in the development of program objectives, guidelines, and the implementation processes in line with government standards. Promotes initiatives and programs using current and emerging technology such as the Provincial Accommodations standards, budget summary sheets, internal client project delivery processes, and the share point portal.
Under direction of senior management, develops information materials for proposals, tenders, leasing logs, space utilization reports, budget reporting, how to guides, policy manuals, etc. related to divisional requirements and procedures for both public and internal use.
Monitors budgets and forecasts through timely and effective coordination and analysis of operating expenditures to produce financial reports. Monitors all costs through SAP reports to ensure funds are properly allocated to projects and the internal clients’ budgets are operating effectively and meeting target forecasts.
Provides technical lease and real estate expertise including, without limitation; working directly with internal/external clients, landlords, building owners, the general public, and service providers (such as trades, legal, consultants) on real estate transactions; account management for real estate operations, works Infrastructure Leasing and Facilities Planning transactions; (iii) independent preparation of comprehensive documents such as lease and facility space programs, request for proposals based on clients’ needs and leasing requirements.
Facilitates, and operates the Infrastructure Leasing and Facilities Planning databases pertaining to leasing, facilities planning, rental revenues, record management for major leasing and renovation projects, with a focus on account management responsibilities.

Qualifications and Experience

This may be the right opportunity for you if you have a bachelor’s degree in a business-related field and 1 year of related lease administration experience; an equivalent combination of training and experience may be acceptable.
You are decisive, demonstrate well-developed analytical/problem solving skills, detail oriented, and are a collaborative team player who establishes and maintains effective working relationships with key stakeholders and partners. Strong communication skills (written and verbal) are essential to your success as you provide guidance, direction, and support to staff. You use discretion in dealing with confidential and sensitive financial information.
A thorough knowledge and experience in lease administration and in legal processes related to leasing administration and coordination(preparation of leasing documents/budgets/forecasts/legal documents) would be an asset. Knowledge of Leasing Management Systems, SAP Financial Accounting, and SAP budget Management are also assets for this position.
Proficiency in Microsoft Office Suite is required. Experience with government programs, policies, and procedures, along with an extensive working knowledge of Acts including Housing Development Act, would be assets.
We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

An equivalent combination of training, education and experience will be considered. Equivalencies include, but are not limited to:

• Completion of a 2-year diploma and 3 years of related experience

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offerings and eligibility criteria.

Working Conditions

This position has a combination of office and field work. Field work occurs in adverse weather conditions and normal hazards associated with construction sites and working with or near heavy equipment are present.
This position will require climbing, working at heights and/or working within confined spaces.
You must be able to work under adverse conditions in times of emergency and sometimes overtime may be required.

Additional Information

This position requires the successful candidate to work on-site.

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.
• Department Specific Flexible working schedules.

Pay Grade: PR 06 Salary Range: $1,859.58 - $2,666.69 Bi-Weekly
Employment Equity Statement: Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.
This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:
Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.
External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates. PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.
Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.