Office Administrator

Kilroy Realty•San Francisco, CA

8d•$31 - $37•Hybrid

About The Position

The Office Administrator is responsible for providing a wide variety of administrative and clerical support to the Regional Office team. This role serves as the primary point of contact for all incoming communications, manages office supplies and refreshments, coordinates events, and assists with accounting tasks. The ideal candidate is organized, proactive, detail-oriented, and possesses strong communication and interpersonal skills.

Requirements

Bachelor’s Degree
Minimum of 1-2 years working experience in an office environment, and/or customer service and/or hospitality environment preferred.
Proficient working knowledge of Microsoft Office Suite.
Intermediate skills in Microsoft Excel with practical experience and ability to create expense tracking spreadsheets using formulas to track against budget and build interactive dashboards and other spreadsheets as assigned.
Promote exceptional quality service with confidence.
Effective communication skills.
Demonstrate emotional intelligence with the proven ability to operate with a high level of integrity and confidentiality while always exemplifying professionalism.
Self-motivated, proactive, quick-thinking, flexible, able to pivot when necessary.
Able to juggle multiple and diverse responsibilities with a strong emphasis on organization and deadline driven, while also demonstrating attention to detail.
Willingness to learn, be proactive, and mindful of the needs of others.
Strong business writing skills and good grammar, spelling and punctuation.
Ability to compose letters or other business communications as needed.
Able to work independently as well as in a team environment.
Able to be resourceful for gathering information and accomplishing tasks while involving a minimal oversight.
Ability to use discretion when working with materials and information of a sensitive or non-public nature.
Effectively communicate matters of importance to supervisor.
Ability to exercise sound judgment to appropriately triage, facilitate and escalate communications including media inquiries, stakeholder concerns, and potential crisis situations to appropriate personnel.
Requires the ability to walk, stand, and sit for periods of time.
Must be able to lift and move objects up to 30 pounds.
Must be physically in the office Monday-Friday 8:30am-5pm with alternating work from home Friday schedule based on business needs.

Nice To Haves

Familiarity with Yardi, Concur, Stripo and Canva is a plus.

Responsibilities

Serve as the primary front line for all incoming telephone, visitor, and deliveries communications.
Manage and redistribute mail, order and stock supplies, maintain office equipment, ensure office cleanliness, coordinate lunch delivery services, and manage office coordination.
Take initiative to understand and anticipate office needs to address challenges before they escalate.
Adhere to the Regional Office Administration Services Manual and keep it up to date.
Provide back-up support to the administrative team, including vacation coverage or meeting support.
Host a quarterly admin meeting to provide office updates and foster teamwork.
Coordinate with Property Management/Security and Regional Team Leads to ensure guest access and validate parking.
Maintain a tidy lobby, front area, and kitchen.
Answer the phone professionally and ensure messages are relayed correctly.
Utilize Media Response Crisis management protocols and escalate matters as appropriate.
Distribute memos and manage incoming packages and correspondence, maintaining an audit trail.
Sort and distribute USPS, inter-office courier bags, and packages.
Notify employees of important/urgent mail items and deliver as needed.
Scan items received for other offices and email to the correct point of contact.
Set aside mail for regional offices to ship out weekly.
Log all incoming FedEx, UPS, and other carrier shipments and send email notifications.
Prepare letters and packages for shipment.
Manage outgoing mail and packages for pickup.
Deliver Certified Mail to the local USPS office and obtain postmarks.
Maintain and update the mail distribution list and seating chart.
Monitor and maintain the supply of snacks, drinks, and office supplies.
Research new snack/drink options and track budget and ordering.
Track inventory and place weekly/monthly orders for office supplies/snacks/drinks.
Manage vendor contacts for office supplies, food, and courier services.
Compile and maintain the Outlook Contacts list for vendors, caterers, etc.
Interface with vendors for special requests, changes, and orders.
Assist and track supply order requests/deliveries from individual departments.
Keep general office supplies and snacks tidy.
Order and maintain First Aid supplies.
Check AED devices monthly and report to Cardiac Solutions.
Act as Kilroy Culture Crew liaison and collaborate with departments to coordinate activities.
Collaborate with subregional Culture Crew Liaisons.
Coordinate social event culture crew event planning.
Manage food options for weekly lunches and monthly desserts, adhering to budget and dietary restrictions.
Place orders for weekly lunches and send out memos upon arrival.
Create e-invites for monthly birthday/anniversaries using Canva.
Create description labels and day-of menus for food events.
Serve as a point of contact for lunch deliveries and assist upon arrival.
Set up weekly lunches in an organized manner.
Coordinate and lead monthly birthday/anniversary celebrations.
Assist with research, ordering, coordination, and oversight of other foodie-related events.
Process invoices in Yardi weekly and create Purchase Orders as needed.
Resolve discrepancies in outstanding invoices or incorrect billings.
Ensure invoices are coded appropriately and approved for processing.
Process all corresponding Regional Office vendor invoices via Yardi.
Track and maintain expense-related spreadsheets and SharePoint trackers.
Process expense reports via Concur and Yardi for monthly charges.
Follow up on tasks in accordance with timelines provided by supervisor.