Assistant Property Manager

the Opportunity•San Francisco, CA

1d•Onsite

About The Position

The Assistant Property Manager will be employed by Kilroy Realty, L.P. and join the Asset and Property Management team at 303 Second Street in San Francisco, California. The role supports the team’s day-to-day management of the building and reports to the Property Manager. The position combines property administration, accounting and financial reporting, budget support, insurance compliance, building operations, tenant and vendor relations, and leasing coordination. Regular and predictable attendance is an essential function. The role works closely with the Senior Property Manager, Property Coordinator, Asset Management team, accounting, engineering, development, construction, and other teams to support building operations and tenant needs.

Requirements

At least 3 years of experience working in a professional office environment.
At least 3 years of experience working in commercial real estate.
Proficiency in financial management and accounting, with relevant experience.
Self-motivated, well organized, and able to maintain a highly professional manner.
Excellent email and telephone etiquette.
Solid understanding of office procedures.
Typing speed of 60 or more words per minute.
Excellent spelling and grammar.
High level of computer literacy, including proficiency with Microsoft Word and Excel.
Excellent interpersonal and communication skills.

Responsibilities

Provide visitor management and telephone coverage for the Asset Management team, and provide front-desk and Property Coordinator backup as needed.
Maintain project, vendor, and tenant files in SharePoint and Yardi Document Management; organize mail, office supplies, and equipment.
Coordinate activities across leasing, marketing, design, investor relations, development, construction, and engineering; prepare meeting agendas and minutes and maintain property status reports.
Maintain tenant and vendor contact information and follow the Corporate Asset Management monthly calendar and deadlines.
Coordinate tenant activity and moves with relevant internal departments.
Review and process invoices in Yardi PayScan, assign general ledger codes, check invoices against budgets, route invoices for payment, resolve discrepancies, and prepare purchase orders.
Monitor tenant receivables, run and submit monthly aging reports, follow up with tenants on unpaid charges, investigate ledger discrepancies, and escalate uncollected balances after three attempts.
Prepare tenant utility, after-hours lighting, HVAC, submeter, and late-fee billings; monitor utility invoice postings and prepare related allocations and billing request forms.
Assist with year-end CAM reconciliation and annual tenant CAM estimate letters.
Provide monthly accrual data and support annual budget preparation, month-end close, financial and variance reporting, reforecasting, and general ledger review.
Review lease abstracts and prepare lease change notices; update stacking plans, rent rolls, commercial billing, and tenancy schedules monthly.
Support annual budgets and reforecasts by obtaining and evaluating vendor pricing, monitoring actual and forecast expenses, tracking work against budgets and contracts, and preparing expenditure authorizations for non-budgeted work.
Collect and validate tenant and vendor certificates of insurance, coordinate compliance with Risk Management, and prepare incident reports.
Help maintain building standard operating procedures and the permit compliance calendar; participate in property walks and inspections, prepare punch lists, and follow up on completion.
Monitor Angus work orders and coordinate tenant requests and preventative maintenance with engineering and other teams, tracking requests against stated response and completion goals.
Collect bids, help draft and maintain vendor contracts and files, and coordinate vendor work, access requests, notifications, and property activity calendars.
Monitor vendor contract compliance and performance, attend vendor meetings and walks, track scheduled maintenance, inspect completed work, and arrange follow-up where needed.
Coordinate tenant and property events, fire warden training, signage, tenant notices, move-in and move-out packages, tenant manuals, and emergency procedures.
Support tenant lease-obligation compliance, educate tenants about the recycling program, and assist the Senior Property Manager in resolving tenant issues.
Assist with collection, organization, and routing of leasing and property management documents and coordinate leasing tours with brokers and existing tenants.
Perform other duties as assigned.