Property Coordinator (350 Mission)

About Kilroy Realty

• Kilroy (NYSE: KRC) is a leading U.S. landlord and developer with over 17 million square feet of primarily office and life science space with operations in San Diego, Greater Los Angeles, the San Francisco Bay Area, Greater Seattle, and Austin, Texas.

• As pioneers and innovators in the creation of a more sustainable real estate industry, our approach to modern business environments helps drive creativity and productivity for some of the world's leading technology, entertainment, life science and business services companies.

• A big part of the company's foundation is its commitment to enhancing employee growth, satisfaction and wellness while maintaining a diverse and thriving culture. For the third year in a row, the company has been named to Bloomberg's Gender Equality Index - recognizing companies committed to supporting gender equality through policy development, representation, and transparency.

• We hope you'll decide to join us!

About the Opportunity

This position entails the direct responsibility of the physical operations and administrative property management support for the Asset Management Team responsible for 350 Mission Street. This position reports to the Senior Property Manager.

Opportunity Requirements

• Must be self-motivator, possess excellent phone etiquette, must convey a highly professional manner, and must be highly organized.

• Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel.

• Good math skills are essential.

• Minimum of 1-3 years working in a professional office environment.

• 6 months to 1-year commercial property management experience highly preferable.

• Accounting experience required.

Summary of Responsibilities

The essential function of this position is regular and predictable attendance. The core responsibilities of this position include, but are not limited to the following:

General Administration:

• Assist asset management team in coordinating all activities including leasing, marketing, design, and investor activities.

• Assist Asset Management team in coordinating office moves & relocations.

• Provide front line presence and receive all incoming visitors for development, construction, asset management, engineering, security, and service providers.

• Maintain SharePoint file organization for projects, vendors, and tenant files. This includes YDM list.

• Record staff meeting minutes and maintain status reports on properties and their outstanding items. Pull the open purchase orders and work orders reports prior to each staff meeting and take the lead on going through each line item with the team and note the status.

• Ensure all contact lists, including Building management, tenants, vendors (legal, billing, premises, emergency) are up to date in Yardi, SharePoint, property website distribution lists, and emergency response plans.

• Organize, manage, and lead all office management responsibilities including collecting and redistributing mail, ordering & stocking of supplies, management of office equipment, and coordination of office cleaning.

• Ensure appropriate signage is in place related to various building work, closures, etc., using KRC's branded templates on the HUB/SharePoint.

• Manage and redistribute Tenant Building Access and Construction related Building Access request forms.

• Regularly walk the properties common areas and communicate any findings to the appropriate team members to address.

Accounting Payables & Requests:

• Collaborate & support CBRE team on invoice processing. Follow up on any outstanding invoices or incorrect billings and resolve discrepancies in a timely manner.

• Ensure all AP templates in Yardi are accurate and update with any changes as needed.

• Review all invoices against the annual budget and/or reforecast to ensure invoice amounts align with budgeted amounts, and expenses are coded to the correct GL accounts.

• Assist Senior Assistant Property Manager on monthly accrual reports as needed.

• Follow up on outstanding receivables and escalate to managers as appropriate.

• Interface with the CBRE accounting team on weekly calls and via email as necessary.

• Maintain and track all building utilities including electricity, gas, water, HVAC, sustainability and BMS as directed by asset management team.

• Assist asset management team with distributing end of year CAM reconciliation letters and annual tenant CAM estimate letters.

• Send out monthly Asset Management Calendar to the teams with associated calendar invite reminders.

Lease Administration:

• Maintain hard and electronic copy building and lease files and assist asset management team in the collection and organization of leasing documents.

• Support asset management team by running monthly rent roll reports and updating stacking plans.

Vendor Relations & Reception:

• Facilitate and direct all vendors to appropriate department lead, including development and construction, contractors, engineering, design, marketing, and asset management, where necessary.

• Draft vendor Purchase Orders for asset management team review.

• Manage and update property activity calendar to include recurring services upcoming work, tours, executive visits, and special events. Coordinate with various teams to ensure proper notification is distributed.

• Receive, summarize contractor, and tenant access requests to obtain approvals from asset management and engineering teams.

• Assist in maintaining post orders for building and security teams on a regular basis.

Tenant Relations

• Assist asset management team in coordinating all tenant and property events.

• Assist asset management team in coordinating the annual fire warden training program with the tenants.

• Assist with the management of users and distribution lists on the website, preparation and distribution of tenant memos and notifications either by email or on the building website.

• Assist in the preparation of move-in packages and assist in coordination of tenant move-ins/outs.

• Assist in preparing tenant manuals and emergency procedures.

• Act as liaison with engineering, security, parking, janitorial to input and track Angus work orders in a timely manner.

• Assist Senior Assistant Property Manager with all Vendor Access Requests and working with building Engineers that scope of work is approved ahead of schedule.

Insurance & Permit Compliance:

• Collect, track and file tenant and vendor certificates of insurance.

• Assist asset management team in preparing incident report forms for submittal to Risk Manager.

• Assist with record keeping for Vendor & Tenant insurance tracking, YDM vendor contract matrix, and Permit compliance calendar.

Customer Service:

• Collect, track, log, and file tenant service requests in Angus. Work with engineering, security, janitorial, and parking to schedule work orders through Angus online system. Dispatch support team as necessary.

• Monitor Angus work order system throughout the day to ensure tenant work orders are responded to and updated accordingly with relevant notes and within required response and completion goal times.

• Acceptance: 15 min

• Response: 2 hours

• Completion: 24 to 48 hours

• Work with Senior Assistant Property Manager and Chief Engineer to maintain tenant requested Calls and Angus reports monthly.

• Facilitate the Tenant Visitor Management System, to ensure ease of transition with all tenant guests and building security. Provide Tenants with Visitor Management report, if required.

Other duties as assigned.

• Coordinate and attend KRC Property Inspections with Senior Assistant Property Manager, and Chief Engineer per the required cadences. Complete the applicable inspection forms and follow up with appropriate parties to address any issues. Ensure completed inspections forms are saved on SP in proper folder path.

What we offer

At Kilroy, base pay is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within the role. The base pay range for this role is between $75,000 and $78,500 and your base pay will depend on your skills, experience and training, knowledge, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. This role is eligible for an annual discretionary bonus as well.

Our comprehensive group health benefits program is built around your total health and provides employees and their families with care and coverage designed to help you thrive. Our health and wellness program offerings include medical, dental, vision, with FSA, HSA options, Group Life & Disability, LTD coverage and much more. Ancillary programs include a retirement savings plan with a competitive employer match, employee support programs like our parental leave coaching program, wellness, and commuter benefits, just to name a few. We invite you to visit our website at www.kilroyrealty.com to learn more.

Apply for this Position

To apply, email HumanResources@kilroyrealty.com. Please include the position title in the subject line. No phone calls, please.

EEO/AA/M/F/Vet/Disability Employer.