Property Coordinator

About the Opportunity  

This position will be employed by Kilroy Realty, L.P. and primarily entails a full range of administrative and operational support for the Asset and Property Management team responsible for managing 201 Third Street and 100 Hooper Street.

 Opportunity Requirements:

•  Must be self-motivated, possess excellent communication skills conveying a highly professional manner. Must be highly organized with a strong attention to detail.
•  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 2 years working in a professional office environment.
•  2 years commercial property management experience highly preferable.
•  Accounting experience preferred.

Summary of Responsibilities

An 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:

•  Provide front line presence by receiving incoming visitors, phone calls and directing them to the appropriate departments.
•  Organize, manage, and lead all office management responsibilities including collecting and distributing mail, ordering and stocking supplies, management of office equipment, and coordination of office cleaning at assigned seats.
•  Collaborate with property team members to coordinate, plan and schedule budgeted and unbudgeted work at the buildings including creation of PO’s, sending tenant memos of vendor work, calendaring visits on property calendar.
•  Assist Property Teams with record retention and SharePoint file organization for property operations, CAM accounting, vendors contracts, purchase orders and tenant lease/correspondence files. This includes YDM list.
•  Work closely with APM to pull the open purchase orders and work orders reports prior to each staff meeting to report on status of each.
•  Ensure all contact lists, including Building management, tenants, vendors (legal, billing, premises, emergency) are updated in Yardi, SharePoint and emergency response plans, property websites /tenant memo distribution lists.
•  Ensure appropriate signage is in place related to various building work, closures, etc., utilizing KRC’s branded templates on the HUB/SharePoint.

Accounting:

•  Collaborate & support property team on invoice uploading/processing into Yardi. Follow up on any outstanding invoices or incorrect billings to resolve discrepancies in a timely manner.
•  Assist with outstanding invoices and escalate to managers as appropriate.
•  Assist asset management team with end of year CAM reconciliation sundry entries and distribution of annual tenant CAM estimate/reconciliation letters.
•  Assist asset management team with annual Budget Estimate letters creation and sending to tenants via FedEx.
•  Support Assistant Property Manager to ensure all AP templates in Yardi are accurate and update with any changes as needed. 

Lease Administration:

•  Maintain electronic tenant lease files and assist asset management team in the collection and organization of leasing documents and correspondence per record retention policies.

Vendor Relations & Reception:

•  Draft vendor Purchase Orders as needed for property management team review.
•  Manage and update property activity calendars at the direction of APM to include recurring services upcoming work, tours, executive visits and special events. Coordinate with various teams to ensure proper notification is distributed when required.
•  Receive contractor and tenant access requests to route for approval of property management and engineering teams.

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 preparation and distribution of tenant memos and notifications as needed.
•  Assist in the preparation of move-in packages and assist in coordination of tenant move-ins/outs.
•  Assist in preparing and updating tenant website and emergency procedures.
•  Act as liaison with engineering, security, parking, janitorial to input and track Angus work orders daily.

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 Management.
•  Work with asset management team and engineering to execute and maintain standard operating procedures 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, where applicable, to schedule work orders through Angus online system. Dispatch support team as necessary.
•  Work with General Manager, Property Managers, Assistant Property Managers and Chief Engineers to distribute tenant requested Angus reports monthly.
• 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 

• Other duties as assigned.          

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 $31.39 and $37.42 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.