Contract Registration Specialist

  • Company: NYC Department of Citywide Administrative Services
  • Location: New York City, New York 10007 USA
  • Salary:
  • Date Posted: May 4, 2022



Job Vacancy Notice Civil Service Title: Community Coordinator

Level: 01

Title Code No: 56058

Salary: $54,100-$62,215

Office Title: Contract Registration Specialist

Work location: 1 Centre Street NY, NY 10007

Division/Work Unit: Real Estate Services

Number of Positions: 1

Hours/Shift: Day

Job Description The Real Estate Services (RES) Line of Service of the Department of Citywide Administrative Services (DCAS) is the real estate arm of the City of New York and consists of six distinct units: Portfolio Planning and Management (PPM), Leasing & Acquisitions, Design & Project Management (D&PM), Planning & Dispositions, and Financial Services. The RES Line of Service meets the different real estate needs of City agencies including lease negotiation, architectural design and project management, acquisition and disposition of real estate, zoning and land use analyses, enforcement of space standards in office design, and overseeing the equitable allocation of over 22 million square feet of privately owned leased space and 15 million square feet of City-owned space for agency use. RES is responsible for finding space for City agency operations and negotiating leases on behalf of the City as tenant. The City has a portfolio of over 430 leases for City agencies in privately owned properties totaling approximately 22 million square feet. These leases range in size from approximately 600 to 818,000 square feet. The space consists of approximately 65 percent office space and 36 percent non-office space. The non-office space includes warehouses, garages, parking lots, day car and senior centers. The position of the Contract Registration Coordinator will work closely with the Lease Enforcement Administrator, as well as the Leasing team, on the registration and maintenance of executed contracts.

Job responsibilities include, but are not limited to:

  • Contract Registration
  • Responsible for all aspects of contract registration, including the registration of new leases, renewal leases, licenses and permits.
  • Responsible for contacting agencies with expiring leases and holdover clauses to ensure re-registration in a timely manner.
  • Responsible for submitted completed registration packages to the Comptroller's Office, as well as maintaining tracking data related to these actions.
  • Maintenance of Central Files
  • Scans all licenses, permits, renewal option notices, termination notices, estoppels, SNDA's and other notices, and load documents into SharePoint Document Management.
  • Coordination of Research Efforts
  • Reviews the NYC Comptroller's Financial Management System for complete registration of agreements.
  • Liaison between the Comptroller's Office and Mayoral Agencies
  • Review all registration documents received from Mayoral Agencies to ensure accuracy prior to submitting the information to the Comptroller's Office.
  • Maintain contact with the various agency lease managers and seek to resolve any inaccuracies in the submitted documents.
  • Maintenance of Data Integrity
  • The Leasing Unit uses several different computer programs in the day-to-day operations of the unit. This position will help to maintain the accuracy of the data on these systems and the reports they produce.
  • Produce a weekly report for use by DCAS Legal and Leasing for discussions related to contract registration with the Comptroller's Office, as well as other reports as needed.

Qualification Requirements

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or

2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or

3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills

  • Excellent research skills.
  • Expertise in Microsoft Excel and Microsoft Access.
  • Familiarity with SharePoint and ARCHIBUS Real Estate Management.
  • Strong attention to detail.
  • Demonstrated interest and experience with real estate.
  • Familiarity with New York City procurement rules.

Residency Requirement New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview. To Apply Please go to or for current NYC employees and search for Job ID# 527867.

Post Date:

Post Until:

JVN: The City of New York is an Equal Opportunity Employer.


See Description

Application Process Job ID# 527867