Division Administration and Operations Manager (0932) – Real Estate Division, Office of the City Administrator

Company Description

Permanent Exempt (PEX) : Full Time position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the appointment officer.

Specific information regarding this recruitment process are listed below:

- Application Opening: Friday, November 13, 2026
- Application Deadline: Friday, November 20, 2026 at 11:59pm PST
-  ✅ A Supplemental questionnaire is required at the time of application:  https://forms.cloud.microsoft/g/0fFUHEr91N
- ✅ A resume and a cover letter are required at the time of application

About the Office of the City Administrator:

The Office of the City Administrator includes 20+ agencies and over 1,000 dedicated staff who provide essential services to San Francisco residents and businesses and improve the administration of government.

Our Mission 
The City Administrator’s Office is strongly committed to ensuring efficient and effective government services, increasing the City’s safety and resiliency, strengthening the local economy, supporting equity and inclusion, and optimizing the City’s capital planning and infrastructure.

Our Vision

We are committed to ensuring that the City's services are inclusive, efficient, equitable, and culturally competent for San Franciscans of all races, ethnic backgrounds, religions, and sexual orientations. This commitment requires comprehensive review and thorough analysis of existing practices and policies to remove barriers to real inclusion.

We are also committed to ensuring that the Department is a safe, equitable, and inclusive workplace for individuals of all races. This includes creating opportunities for hiring, promotion, retention, training, and development, for all employees, including but not limited to Black, Indigenous, and people of color (BIPOC).

To learn more about our departments, divisions, and programs, visit:  https://sf.gov/departments/city-administrator

About the Real Estate Division

The Office of the City Administrator, Real Estate Division (RED) is a team of more than 300 staff delivering professional real estate services to a variety of City departments. RED supports San Francisco’s public mission by delivering two essential services:

Real Estate Transactions and Property Records:  RED manages acquisitions, conveyance, and leasing of real property on behalf of City departments, as well as conducting and documenting these transactions efficiently, transparently, and in alignment with City policies, operational needs, and reporting requirements.

Property and Facility Management:  RED provides services to over 6 million square feet of City-owned property, including civic facilities such as City Hall, 49 South Van Ness, the Hall of Justice, Alemany Farmers Market, Police Headquarters, and other key public assets.  Our property management, building engineering, contracts, security and custodial teams provide operational support to keep City services running safely and effectively.

Job Description

RED is seeking an experienced manager to serve as the Division Administration and Operations Manager.  This position serves as a core member of RED’s executive leadership team and provides division-wide management, policy development, operational planning, and resource allocation across multiple functional areas such as procurement and contracting, budget and financial management, lease administration and accounts payable, portfolio information and analytics, real property records, business and technology systems, administrative services, and Human Resources functions.

This position reports directly to the Director of Real Estate and oversees managers, supervisors, analysts, and administrative staff that support RED’s operational needs. This position is responsible for building and implementing effective business processes, establishing clear ownership and service standards, strengthening staff and supervisory capacity, and ensuring that RED’s operational infrastructure supports the Division’s statutory responsibilities, property operations, real estate services, and major citywide initiatives.

The ideal candidate is an experienced manager with strong experience in leading complex administrative and business functions, navigating public-sector processes, developing and overseeing staff, solving cross-functional operating challenges, and translating executive priorities into effective day-to-day operations.

Examples of Important and Essential Duties

Leadership & Organizational Management

- Provide division-wide leadership of RED’s core business and administrative operations, establishing clear accountability, priorities, roles, and service expectations across all operational units.
- Advise RED senior leadership on operational, administrative, financial, organizational, and personnel issues; provide guidance and recommendations.
- Direct, supervise and develop managers, supervisors, analysts, and administrative staff, ensuring strong performance, professional growth, and effective team operations.
- Identify and address operational gaps, resolve cross-functional issues, and strengthen management processes to improve overall division performance.

Human Resources Coordination

- Serve as RED’s primary management liaison to Human Resources on workforce planning, recruitment, performance management, and employee development.

- Support managers in workforce and personnel needs across RED; resolve related matters

Budget & Financial Management

- Oversee RED’s budgeting and financial operations in coordination with the City Administrator’s Office Finance & Accounting team.
- Ensure effective financial planning, forecasting, expenditure and revenue monitoring, and management reporting.
- Establish and maintain accountability for lease payments and revenues, purchasing, invoice approval, and timely processing for payment.

Contracts & Procurement

- Oversee RED’s contracting and procurement portfolio for a wide variety and high volume of facilities services, and operational contracts
- Establish contracting priorities and ensure contracting resources are aligned with operational needs.
- Coordinate with City partners to resolve contracting issues and support timely execution.

Portfolio Information & Analytics

- Oversee RED’s portfolio information, real estate records, and reporting analytics, including lease administration monitoring; ensuring accuracy, completeness, accessibility, and compliance.

- Ensure effective implementation of RED’s statutory property recordkeeping and reporting responsibilities.

- Ensure portfolio reporting supports executive decision-making, compliance, and strategic real estate management.

Business Systems & Technology

- Oversee RED’s business systems and technology functions, including systems integration, user support, and data integrity.
- Establish priorities for implementation and improvement of systems supporting property, transactions, and administrative functions.
- Coordinate with centralized City technology teams and vendors to ensure effective system delivery and support

Qualifications

Education: Possession of a Baccalaureate degree from an accredited university

AND

Experience: Five (5) years of verifiable professional experience in organizational management, human resources, business operations, finance, contracts and procurement, or a closely related field. Qualifying experience must include at least three (3) years of experience supervising professional staff.

Substitution: Additional years of experience may substitute for up to 2 years of required degree. One year (2,000 hours) of additional qualifying experience will be considered equivalent to 30 semester/45 quarter units.

Note(s):

- One-year full-time employment is considered equivalent to 2000 hours (2000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment. 
- Applicants must meet minimum qualification requirements by the final filing date unless otherwise noted. 
- Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Please review our articles on  Employment Application and Minimum Qualifications  and  Verification of Experience and/or Education  for considerations taken when reviewing applications.

Desirable Qualifications:  The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring:

- People Management: Strong experience in leading, coaching, and developing, a large team of staff, supervisors, and managers in a large and complex organization
- Business Operations: Demonstrated ability to lead and integrate multiple core business or administrative functions, such as finance, contracting, HR, systems or information management, within a large or complex organization.
- Cross-Functional Leadership: Strong experience resolving complex issues, building effective partnerships, and delivering results across organizational boundaries.
- Organizational Improvement & Change Management: Proven ability to lead organizational change, improve business processes, and engage staff in adopting new systems, workflows, and operational approaches.
- Public Sector Expertise: Strong knowledge and understanding of government administrative, financial, contracting, and personnel processes, including experience in navigating complex policies, regulations, and systems in the public sector.

Additional Information

Selection Procedures

The selection process will include evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluation qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

Verification

- Please make sure it is clear in your application exactly how you meet the minimum qualifications.
- Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process.

Supplemental Questionnaire

After application submission, candidates must complete all subsequent steps to advance in this selection process, which includes completion of a supplemental questionnaire at the time of application. Please see this link to submit the supplemental questionnaire:

https://forms.cloud.microsoft/g/0fFUHEr91N

Resume and Cover Letter

A resume and a cover letter are required at the time of application.

Additional Information Regarding Employment with the City and County of San Francisco:

- Information About The Hiring Process (https://sfdhr.org/information-about-hiring-process)
- Conviction History (http://sfdhr.org/conviction-history-faq)
- Employee Benefits Overview  (https://sfdhr.org/benefits-overview) 
- Equal Employment Opportunity (https://sfdhr.org/equal-employment-opportunity) 
- Disaster Service Worker (https://sfdhr.org/disaster-service-workers)
- ADA Accommodation (https://sfdhr.org/information-about-hiring-process#applicantswithdisabilities)
- Veterans Preference (http://sfdhr.org/information-about-hiring-process#veteranspreference)
- Right to Work (https://sfdhr.org/information-about-hiring-process#identification)
- Copies of Application Documents (https://sfdhr.org/information-about-hiring-process#copies)
- Diversity Statement (https://sfdhr.org/information-about-hiring-process#diversitystatement)

Applicants will receive a confirmation email from  [email protected]  that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

HR Analyst Information: If you have any questions regarding this recruitment or application process, please contact the HR analyst at  [email protected] .

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.