Senior 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 our Kilroy Oyster Point office in South San Francisco, CA. The Assistant Property Manager shall be responsible for assisting the Asset Management team on a day-to-day basis with all respects of property management. General responsibilities are noted below. This position reports to the Senior Property Manager, along with oversight from General Manager.

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
• Be in the process of certification as a Certified Property Manager (CPM) or Real Property Administrator (RPA), a college degree is highly
• Proficient Finance Management and accounting skills and experience
• With assistance from Property Manager, prepare and analyze financial reports, monthly variance reports, operating budgets, CAM reconciliations and
• Well-organized with attention to detail and follow through with
• Must possess good verbal and written skills and be able to communicate effectively with employees, tenants, contractors,
• Must be self-directed, motivated, and logical in problem solving, as well as lead their team in enhancing customer
• Must be self-motivated and possess excellent phone etiquette, convey a highly professional manner and must be highly
• Must have experience with Yardi or similar
• Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel.

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:

• Act as primary point of contact for day-to-day operations & monthly/quarterly accounting deadlines, delivering regular progress reports to the Senior Property
• Support Senior Property Manager in coordination with the Development & Construction department as needed.
• Follow and adhere to Corporate Asset Management monthly
• Assist in coordinating all activities including leasing, marketing, design, and investor activities for assigned
• Support and back up to Assistant Property Manager and Property Coordinator as needed, including (but not limited to):
  • Record meeting minutes and maintain status reports on properties and outstanding items.
  • Managing visitors and telephone
  • General office, vendor, and tenant This includes maintenance of SharePoint file organization for projects, vendors, and tenant files.
• Escalate challenges & opportunities to Senior Property Manager as

·       Accounting:

• Follow and adhere to Corporate Asset Management monthly Calendar and assist with the sharing if deadlines.

Payables

• Review all invoices to ensure the appropriate account, building(s), and description are used for GL details before final submission to Senior Property
• Work with Assistant Property Manager and Property Coordinator to ensure external utility websites are monitored for invoice posting and in a timely manner for
• Oversee Property Coordinator’s efforts in updating and maintaining all applicable AP templates and AP trackers.
• Back up support for Assistant Property Manager and Property Coordinator as needed

Receivables

• Possess a comprehensive understanding of tenant rent schedules, lease commencement dates, rent abatements, and prorated rents per tenant
• With the Assistant Property Manager, maintain aging reports per Asset Management

Calendar each month. Contact tenants via phone and email for outstanding receivables. Provide Senior Property Manager with status updates.

• Follow up on all outstanding charges and escalate to Property Manager after (3) attempts to collect have failed.
• Oversee tracking and entry of tenant sundry billings for utilities, after-hours lighting and HVAC, engineering OT, etc. Review all entries for accuracy before submitting to Senior Property Manager and escalate challenges to SPM as
• Review utility and submeter spreadsheets updated by Assistant Property Manager / Property Coordinator for
• Support Assistant Property Manager to generate tenant late fee Billing Requests Forms

Reporting

• With the Assistant Property Manager, provide Operating Accountant with monthly accrual
• Review Lease Abstracts from Accounting for Senior Property Manager and Asset Manager Prepare and submit Lease Change Notices as needed.
• Monthly review and update of Stacking Plans, Rent Rolls, Commercial Billing, and Tenancy Schedules.
• Monthly review of variances and report major unexpected variance to Senior Property
• Assist Senior Property Manager with month end closing procedures, preparation of

variance and financial reports, monthly reforecast, accruals, and general ledger review.

CAM

• Assist Senior Property Manager with review of CAM estimate, mid-year, and reconciliation workbooks.
• Draft CAM letters and submit to SPM and General Manager for
• Provide sundry billing information to Assistant Property Manager / Property Coordinator and confirm timely Yardi

Budgets and Forecasting

• 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. Also work with team to evaluate capital building needs.
• Assist with annual budget preparation as directed by the GM/SPM.
• Assist with monthly reforecasting and/or update reforecasts for GM/SPM
• Possess an understanding of year-over-year budget variances and percentage increases, and value engineer budget as
• Possess an understanding of budget to actual variances, and make recommendations to bring expenses as close to budget as
• Review vendor schedules of work and revise as needed for budgeting or reforecasting
• Request pricing from contracted
• Work with Chief Engineer and GMSPM to identify and obtain pricing for non-contracted and R&M items to include in
• 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.
• Monitor and track expenses against budget and contract/purchase order
• Update Forecast accordingly throughout the year in conjunction with GM/SPM.
• Prepare Authorizations for Expenditure (AFE) for non-budgeted work as needed and route to GM/SPM for review and

·       Insurance Compliance and Permits:

• Track tenant certificate of insurance (COIs) and request renewals at current Escalate to the Senior Property Manager as needed.
• Support Assistant Property Manager and Property Coordinator in collecting and validating vendor certificates of insurance (COIs). Ensure COI renewals are requested and tracked in a timely manner and escalate to the Senior Property Manager as
• Prepare incident report forms and submit to Senior Property
• With Assistant Property Manager, Property Coordinator, and Engineering team, track and maintain all required building permits and compliance Escalate to Senior

Property Manager as needed.

·       Property Management:

• Lead property inspections and oversee the preparation of inspection reports through Angus monthly, quarterly, and/or semi-annually in accordance with Company policy. Escalate items identified during inspection to Senior Property Manager as
• Work with Property Management team, on-site 3rd party teams, and/or relevant vendors to address any issues discovered during property Escalate to Senior Property Manager as needed.
• Supervise and oversee building repair and maintenance initiatives/projects, ensuring

seamless coordination with the Engineering team, and delivering regular progress reports to the Senior Property Manager.

• Coordinate efforts across teams or departments to achieve award criteria for building certifications and awards programs such as BOMA 360 & TOBY, delivering regular progress reports to the Senior Property Manager.
• With Assistant Property Manager, maintain building signage programs including directory boards, tenant suite signs, floor directory signs, evacuation signs, restroom signs,
• With Assistant Property Manager, monitor Angus work order system to schedule and track tenant work orders and preventative maintenance to ensure they are completed in a timely manner. Escalate to Senior Property Manager as needed.
• Lead drafting of vendor Service Agreements and submit to Senior Property Manager and Chief Engineer for final Once approved by all parties, draft Contract Memo and work with Property Coordinator to route for execution in a timely manner. Maintain Yardi Document Management (YDM) lists.
• Oversee the creation of Purchase Orders by Assistant Property Manager / Property Coordinator and review before final approval by Senior Property
• Assist Senior Property Manager and General Manager with all aspects of the property(s) as

·       Tenant Relations:

• Assist asset management team in coordinating all tenant and property events and annual fire warden training
• Prepare move-in packages and assist in coordination of tenant move-ins/outs.
• Coordinate tenant activity and moves with multiple departments including development, construction, and
• Assist in implementation and compliance of tenant lease
• Prepare Tenant Manuals and Emergency procedures for SPM and Chief Engineer
• Educate tenants on Kilroy’s Sustainability efforts, including the project's recycling
• Report and assist Senior Property Manager in resolving miscellaneous tenant

·       Leasing and Lease Administration:

• Assist Asset Management team in the collection, organization, and routing of leasing or building/property management
• Collaborate with GM/SPM to coordinate leasing tours with Work with existing tenants to coordinate tours in occupied suites as needed.
• Review all Lease Abstracts and submit for Senior Property Manager
• Assist in all lease administration tasks including adjustments to rent, credit adjustments, operating expense reconciliations, tracking of LOC’s, and other necessary functions related to lease compliance.

·       Vendor Relations:

• Primary liaison with multiple departments including (but not limited to) Engineering, Security, Parking, and Janitorial as
• Possess a comprehensive understanding of vendor Service Agreements and Purchase Order scopes and monitor vendors for Escalate to Senior Property Manager as needed.
• Conduct regular walks with major vendors such as parking, janitorial, landscape, and prepare corrections lists as needed. Follow up with vendors to ensure timely addressing of any issues and completion of projects.
• Assist with collection of bids for projects, and / or maintenance and repairs.
• Back-check scheduled maintenance to ensure work is completed per the building's Class-A standards, and schedule follow up with vendors as
• 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 base pay range for this role is between $46.15 and $55.01, 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.