Property Manager

About the Opportunity  

This position entails the direct responsibility of the physical operations and administrative property management support for the Asset Manager responsible for One Paseo Retail. This position reports to the Asset Manager.

 Opportunity Requirements

•  Well organized with attention to detail; follow through with assignments; must possess good verbal and written skills and be able to communicate effectively with employees, tenants, vendors, contractors, etc.
•  Must be proficient with financial concepts and applications.
•  Must be self-directed, motivated and logical in problem solving.
•  Achieved or be in the process of certification as a Certified Property Manager (CPM) or Real Property Administrator (RPA), a college degree is highly preferred.
•  Must have experience in preparing financial reports, monthly variance reports, operating budgets, CAM reconciliations' and be computer literate.
•  Minimum of 5 years in management of office or industrial commercial real estate required.

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:

 Team Management

•  Lead a team of property management professionals, providing guidance, coaching, and support to maximize and manage their performance and professional growth.
•  Collaborate with cross-functional teams, including but not limited to leasing, maintenance, accounting, construction, studio, risk management, marketing, and legal departments, to ensure seamless operations and effective communication. Ensure Senior PM/Asset Manager are looped in accordingly and that urgent matters/incidents are brought to upper management’s attention immediately.
•  Foster a positive and inclusive work environment, promoting teamwork, open communications, and a customer-centric approach.
•  Host regular staff and one and one meetings to ensure the operational performance of the team and portfolio are being met.
•  Ensure that direct reports are completing timecards accurately, and per policy.
•  Coordinate team schedules, industry events, and vacation to ensure that adequate AM team coverage is provided at all times (both during (retail) business hours and after hours).
•  Coordinate and manage team coverage during peak seasons and as needed.

 Operations

•  Regularly inspect exterior and interior building common areas to ensure that the buildings' cleanliness is adequate, and grounds are maintained in a first-class marketable condition. Consult with outside vendors regarding their expected performance and monitor vendor contracts for compliance.
•  Administer and bid service contracts (support portfolio and regional level bidding), manage, and oversee vendor performance to ensure compliance and high-quality service.
•  Work closely with engineering staff to ensure proper repair and maintenance of building systems, and the oversite of the Angus work order system.
•  Ensure that Security Post Orders, and ERP are current.
•  Ensure that the Operations Staff is proficient with emergency procedures including performing simulations, as well as other delegated assignments. Conduct emergency drills and coordinate with tenants’ emergency processes and drills.
•  Actively manage parking operations, if applicable.
•  Attend annual property inspections with Regional/Chief Engineer, take detailed notes and work with Chief Engineer to complete repairs / improvements in a timely manner and budget for items as necessary.
•  Maintain relevant building operations, tenant files and correspondence within Sharepoint and YDM.
•  Responsible for the review and completion of Abstracts, Stacking plans, Options and Encumbrances, Sublease and Tenant Occupancy reports to ensure accuracy.

 Financial

•  Monitor accounts receivables closely to ensure timely payment of all monies due and input comments in accounts receivable action log. Ensure lates fees are applied and default notices are completed accordingly.
•  Review monthly accrual and financial package prepared by Operations Accountant for accuracy.
•  Coordinate with Revenue Accounting and construction teams on tenant move-ins and lease commencements to submit the appropriate revenue recognition support and dates.
•  Develop and manage property budget, including revenue projections, operating expenses, and capital expenditures.
•  Timely completion of Quarterly variance reports as required. Monitor financial statements, and re-forecasts, making strategic recommendations to improve the financial performance of the assets.
•  Responsible for the completion of monthly accounting reports, including but not limited to: Commercial Billing Report, Tenancy Schedule and Occupancy Review.
•  Monitor and submit job cost accruals as requested by construction accounting.
•  Review annual CAM estimates, mid-year adjustments and reconciliations for accuracy. Ensure letters are sent out as required per tenant leases and maintain physical and electronic records of each.
•  Responsible for reviewing and approving vendor invoices. Includes follow-up on any outstanding invoices or incorrect billings and resolving discrepancies in a timely manner.
•  Responsible for the review and completion of the monthly and quarterly sales report to ensure accuracy.

 Tenant Relations

•  Coordinate tenant moves and sub-tenant moves.
•  Perform all lease administration including adjustments to rent, billing, percentage rent calculations and credit requests, square footage adjustment forms, and other necessary functions related to lease compliance.
•  Participate in tenant lease renewal process, expansion process and vacant space marketing programs.
•  Establish a working relationship with the tenants. Maintain liaison through regular meetings, site visits, email, and telephone calls. Meet all new tenants prior to occupancy. Keep Senior PM/Asset Manager appraised of issues that may arise.

 Risk Management

•  Work with Asset Management, Security, Insurance and Accounting teams in responding to emergency situations. Responsibilities include communication with Asset Management and Crisis Management Team (CMT), review incident reports to ensure accuracy per policy and maintaining accurate and up to date records.

 Construction Management

•  Participate in Tenant/Building improvements via meeting attendance and coordination of parties involved.
•  Represent asset management in retail and office space build-out(s) and ensure that Tenant(s) and the KRC construction team understand the work letter fully. Push completion dates for timely occupancy and operation.

  Miscellaneous

•  When and if the need arises, the Property Manager will be expected to devote extra time to building operations, retail events and activations.
•  Perform other tasks as directed, including but not limited to the general duties and responsibilities of a Property Manager with a focus to train and teach Kilroy on-site staff how to perform many of the general duties and responsibilities.
•  Responsible for ensuring Kilroy Asset Management policy and procedures and implemented regional processes.
•  Responsible for ensuring that all deadlines are being met.
•  Maintain familiarity with VTS and be prepared to assist SPM/Asset Manager and Vice President of Asset Management in updating deals as requested.
•  Be fully knowledgeable with DocuSign and KRC signature authority policy. Prepare DocuSign envelopes and routing packages for vendor and tenant documents as requested by Asset Manager and Vice President of Asset Management.
•  Attend Asset Management team meetings as scheduled. Coordinate reoccurring meeting/check-ins with Retail Development Curation teams as applicable.
•  Work with Retail Development Curation team to understand/assist with programming for One Paseo Retail and One Paseo Office including collaboration and alignment with residential management partner for programming of One Paseo Living. Work closely on planning, scheduling, and coordination of events and activations.

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 $95,900  and $114,000,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.