Assistant Property Manager

About the Opportunity

This position will be employed by Kilroy Realty, L.P. and will join the Asset/Property Management team located at the Menlo Corporate Center in Menlo Park, CA. The Assistant Property Manager shall be responsible for assisting the Asset Management team on a day-to-day basis with all aspects of property management for Menlo Corporate Center. General responsibilities are noted below. This position reports to the Senior Property Manager.

Property Locations

Menlo Corporate Center: 4100-4700 Bohannon Dr, Menlo Park, CA

Opportunity Requirements

• Minimum of 3-5 years working in a professional office environment and a minimum of 3 years working in a commercial real estate environment.
• Proficiency in financial management and accounting skills and experience required.
• Must be self-motivated and possess excellent email and phone etiquette, convey a highly professional manner and must be well organized.
• Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel.
• Excellent interpersonal and communication skills.

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:

• Manage visitors and provide telephone coverage for the Asset Management team.
• Maintain SharePoint file organization for projects, vendors, and tenant files. This includes submitting to Yardi Document Management (YDM).
• Organize and manage office administration responsibilities including collecting and distributing mail, ordering and stocking office supplies, and management of office equipment.
• Assist asset management team in coordinating all activities involving and including leasing, marketing, design, and investor activities for assigned assets.
• Record meeting minutes and maintain status reports on properties and outstanding items.
• Ensure all tenant and vendor contacts (legal, billing, premises, emergency) are updated and maintained.
• Follow and adhere to Corporate Asset Management monthly calendar.
• Coordinate tenant activity and moves with multiple departments including development, construction, and engineering.

Accounting:

Payables

• Upload and or review invoices into Yardi for payment routing. Collaborate and support accounting team with invoice processing.
• Review and process invoices in Yardi PayScan daily, code to the appropriate GL and ensure the invoices are in-line with the budget.
• Follow up on outstanding invoices or incorrect billings and resolve discrepancies in a timely manner as needed.
• Prepare and route purchase orders in Yardi to track all expenditures.

Receivables

• Possess a comprehensive understanding of tenant rent schedules, lease commencement dates, rent abatements, and prorated rents per tenant leases.
• Responsible for running current aging reports according to the Asset Management Calendar each month. Contact tenants via phone and email for outstanding receivables.
• Submit monthly aging reports to revenue accounting team and Asset Management team as directed.
• Follow up on all outstanding charges and escalate to Senior Property Manager after (3) attempts to collect have failed.
• Identify and investigate any discrepancies between tenant ledger (overdue balance or credit) and tenant payment status.
• Responsible for billing of tenant utilities, after-hours lighting and HVAC; prepare monthly allocations and generate sundry billings.
• Monitor external utility websites for invoice posting in a timely manner for processing.
• Prepare and maintain utility and submeter spreadsheets as needed.
• Generate purchase orders in accounting software and send to relevant vendors for scheduling.
• Generate tenant late fee billings as needed.
• Assist Senior Property Manager with end of the year CAM Reconciliation letters and annual tenant CAM Estimate letters.

Reporting

• Provide Operating Accountant and Senior Property Manager with monthly accruals.
• Assist with compilation of information/data for annual budget preparation, as needed.
• Review lease abstracts from accounting for Senior Property Manager and Asset Manager approval. Prepare and submit TAAFs as needed.
• Monthly review of Rent Rolls, Commercial Billing, and Tenancy Schedules.
• Assist Senior Property Manager with month-end closing procedures, preparation of variance and financial reports, monthly reforecast, accruals, and general ledger review.

Budgets

• Work with property team in annual budget preparation which can include getting bids and additional pricing, evaluating pricing for correctness and budget input into accounting software and working budgets. Also work with team to evaluate capital building needs.
• Assist with monthly reforecasting and/or update reforecasts for AM/SPM review.
• Possess an understanding of year-over-year budget variances and percentage increases, and value-engineer budget as needed.
• Possess an understanding of budget-to-actual variances and make recommendations to bring expenses as close to budget as possible.
• Review vendor schedules of work and revise as needed for budgeting or reforecasting purposes.
• Request pricing from contracted vendors.
• Work with Chief Engineer and SPM to identify and obtain pricing for non-contracted and R&M items to include in budget and for one-off required repairs.
• Ensure accuracy of vendor pricing throughout the year, checking original proposals or contracts as needed.
• Track budget monthly to ensure that building work is completed on time and within budget.
• Monitor and track expenses against budget and contract/purchase order amounts.

Insurance Compliance:

• Collect, validate and file tenant and vendor certificates of insurance (COI), work with Risk Management team to ensure certificate compliance.
• Prepare incident report forms and submit them to Risk Management.
• Assist the property management team and chief engineers to maintain building standard operating procedures. Create and maintain Permit Compliance Calendar.

Property Management:

• Assist Senior Property Manager with monthly property inspection walks and preparation of punch lists.

• Follow up with vendors to confirm timely completion of work and punch list items.

• Participate in monthly and quarterly property, janitorial and landscaping inspections.

• Act as liaison with engineering team and property coordinator to schedule and track tenant work orders and preventative maintenance through Visitt to ensure they are completed in a timely manner.

• Monitor Visitt 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 goals:

• Acceptance: 15 minutes

• Response: 2 hours

• Completion: 24 to 48 hours

• Assist with collection of bids for projects, and/or maintenance and repairs.

• Assist with drafting, executing, and maintaining vendor service contracts, purchase order documents, and vendor files as needed.

• Assist Senior Property Manager with all aspects of the property as assigned.

• Review signature authority policy and delegated authorities policy and route all required documents via DocuSign to appropriate parties for signature.

Tenant Relations:

• Assist asset management team in coordinating all tenant and property events and annual fire warden training program.
• Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, evacuation and restroom signs.
• Prepare and distribute tenant memos and notifications.
• Prepare move-in packages and assist in coordination of tenant move-ins/outs.
• Assist in implementation and compliance of tenant lease obligations.
• Prepare and maintain Tenant Manuals and ERP's.
• Educate tenants on projects recycling program.
• Assist Senior Property Manager in resolving miscellaneous tenant issues.
• Actively monitor Visitt platform to track tenant service requests/work orders and provide tenants with updates.

Vendor Relations:

• Possess a comprehensive understanding of the vendor contracts and monitor vendors for compliance.
• 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 distribution of notifications.
• Receive and track vendor access request forms to route for approval of property management and engineering teams.
• Manage the security, landscape, and janitorial contracts along with other vendor contracts, including attending monthly meetings/walks, tracking vendor performance, and following up with vendors as needed.
• Backcheck scheduled maintenance to ensure work is completed per the buildings Class-A standards, and schedule follow up with vendors as needed.
• Function as liaison with engineering, security, parking, and janitorial to input and track Angus work orders in a timely manner.
• Work with engineering team to complete tenant work orders in a timely manner. Update weekly team meeting minutes with work order (and PO) status and/or provide back-up.
• Generate and maintain vendor contracts and vendor files.
• Create Purchase Orders and track from scope commencement through to completion and invoice processing.
• Inspect job sites after services are performed to ensure that work was done to specifications.
• Assist SPM with compilation of information regarding any non-budgeted work as needed and route to AM/SPM for review and approval.

Leasing:

• Assist Asset Management team in the collection, organization, and routing of leasing or building/property management documents.
• Coordinate leasing tours with brokers. Work with existing tenants to coordinate tours in occupied suites.
• Other duties may be assigned accordingly.

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 hourly pay range for this role is between $37.2115 and $41.1173, 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,