About the Opportunity
The Assistant Property Manager shall be responsible for assisting the Property & Asset Management team on a day-to-day basis with all aspects of property management for 350 Mission. This position reports to the Property Manager with a secondary reporting Senior Property Manager.
Opportunity Requirements
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:
Maintain SharePoint file organization for projects, vendors, and tenant files. This includes Yardi Document Management (YDM) lists and distribution.
Manage office administration, including mail distribution, ordering and stocking office supplies, and overseeing of office equipment.
Support the management team in coordinating leasing, marketing, design, and investor-related activities for assigned assets.
Work with development and construction team on weekly operations meetings, agenda and open items.
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 the Corporate Asset Management & Leasing monthly Calendar.
Coordinate tenant activity and moves with multiple departments including development, construction, and engineering.
Provide backup coverage for the front desk and telephone duties, and assist the Property Coordinator with general office tasks as needed.
Accounting:
Payables
Receivables
Reporting
Budgets
Collaborate with the property team on annual budget preparation, including obtaining bids, validating pricing, entering data into accounting software, and assessing capital building needs.
Assist with monthly reforecasting and/or update reforecasts for Property Manager and/or Senior Property Manager review.
Analyze year over year and budget to actual variances, identify percentage changes, and recommend strategies including value engineering to align expenses with budget targets.
Review vendor schedules of work and revise as needed for budgeting or reforecasting purposes.
Work with Chief Engineer and PM and / or SPM to identify and obtain pricing for non-contracted and R&M items to include in budget.
Ensure accuracy of vendor pricing throughout the year, checking original proposals or contracts as needed.
Track budget on a monthly basis to ensure that building work is completed on time and within budget and invoices are paid and / or accrued for as work is completed.
Monitor and track expenses against budget and contract/purchase order amounts, updated working budgets.
Update Forecast accordingly throughout the year in conjunction with Property Manager and/or Senior Property Manager guidance.
Prepare Authorizations for Expenditure (AFE) for non-budgeted work as needed and route to Property Manager and/or Senior Property Manager for review and approval.
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 submittal to Risk Management with Property Manager and/or Senior Property Manage review and approval.
Property Management:
Assist the property management team and Chief Engineers to maintain building standard operating procedures. Create and maintain Permit Compliance Calendar.
Participate and assist Property Manager and / or Senior Property Manager with monthly and quarterly property walks and preparation of punch lists.
Follow up with vendors to confirm timely completion of follow-up items noted on walks.
Conduct regular 3rd party inspection walks along with the vendor and document required follow-up items.
Act as liaison with engineering team to schedule and track tenant work orders and preventative maintenance through Visitt to ensure they are completed in a timely manner. Update weekly team meetings with work order and PO status.
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: 30 minutes
Response: 2 hours
Completion: 24 to 48 hours
Assist with collection of bids for projects, and/or maintenance and repairs.
Create Purchase Orders and track from scope commencement through to completion and invoice processing in timely manner.
Assist with drafting, executing, and maintaining vendor service contracts, purchase order documents, and vendor files as needed.
Collaborate with Property Coordinator to ensure all contact lists for vendors, tenants, etc. are maintained and updated regularly.
Tenant Relations:
Assist property team in coordinating all tenant and property events as well as annual fire warden training program.
Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, evacuation and restroom signs.
Collaborate with Property Coordinator to 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.
Update building website/tenant portal/app and emergency procedures Property Manager and/or Senior Property Manager review and Chief Engineer review.
Educate tenants on projects recycling program.
Assist Property Manager / Senior Property Manager in resolving miscellaneous tenant issues.
Vendor Relations:
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.
Possess a comprehensive understanding of the vendor contracts and monitor vendors for compliance.
Generate and maintain vendor contracts and vendor files for Property Manager and/or Senior Property Manager review.
Collaborate with Property Coordinator to 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 security, landscape, janitorial contracts, and other vendor contracts by attending monthly meetings and site walks, tracking performance, and following up with vendors as needed.
Provide an annual schedule of maintenance work to the Property & Asset Management team, and ensure vendors perform work accordingly.
Verify scheduled maintenance is completed to Class-A standards and coordinate follow up with vendors as needed.
Function as liaison with engineering, security, parking, and janitorial to input and track Visitt work orders in a timely manner.
Inspect job sites after services are performed to ensure that work was done to specifications.
Leasing:
Assist Asset Management team in the collection, organization, and routing of leasing or building/property management documents.
Collaborate with Property Manager and/or Senior Property Manager review.to coordinate leasing tours with brokers and KRC leasing team. Work with existing tenants to coordinate tours in occupied suites as needed.
Conduct vacant suite inspections per required company inspection schedule.
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 base pay range for this role is between $34.62 and $41.12, and your hourly rate 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.