Property Coordinator

Kilroy Realty•Long Beach, CA

3d•Onsite

About The Position

The Property Coordinator is responsible for providing administrative, operational, and financial support to the Asset Management team for the AERO Long Beach portfolio. This role serves as a key contributor to the day-to-day accounting functions of the property, including accounts payable, accounts receivable, invoice processing, utility tracking, tenant billings, financial reporting support, and administrative budget administration. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while ensuring the timely and accurate processing of financial transactions. This position reports to the Property Manager and offices in AERO Long Beach.

Requirements

Minimum of 3-5 years working in a professional office environment
Minimum of 3 years working in a commercial real estate environment.
Minimum 2-3 years of experience supporting property accounting, accounts payable, accounts receivable, financial reporting, or related administrative accounting functions
Strong analytical and mathematical skills required.
Experience reviewing, coding, processing, and tracking invoices using Yardi or comparable property management/accounting software.
Ability to analyze financial information, identify discrepancies, reconcile supporting documentation, and follow issues through resolution.
Proficiency in Microsoft Excel, including spreadsheets, reporting, and financial tracking.
Must be self-motivated and possess excellent phone etiquette, convey a highly professional manner and must be highly organized.
Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel.

Nice To Haves

Commercial real estate experience preferred.
Multi Building/ Campus environment & High-Rise Office Tower experience highly preferred.

Responsibilities

Answer all incoming calls and route accordingly.
Greet visitors professionally and offer refreshments (coffee, water, etc.).
Process incoming mail (USPS, courier & Inter-office) and packages.
Open, scan, code, upload, and route invoices through Yardi while ensuring accuracy, proper expense allocation, and timely approvals.
Process certificates of insurance (COI) submitted by vendors working for Kilroy or Tenants for review and approval by the Risk Management Team.
Coordinate maintenance & repairs for office equipment.
Inventory and order, office and kitchen supplies, as needed.
Update security pass down lists, including coordination of any contractor access request for construction (afterhours access to occupied and/or vacant suites) and/or Tenant vendors.
Point of contact for Leasing Tours and sending our calendar invites as appropriate.
Responding to and/or routing emails sent to the AERO Long Beach email address ( [email protected] ), raising awareness for time sensitive or urgent items with the appropriate Manager and Team.
Process Angus Work Orders, route and/or close-out as appropriate.
Collaborate & support CBRE team with invoice processing (OPEX and CAPEX/Job costs).
Follow up on any outstanding invoices or incorrect billings and resolve discrepancies in a timely manner.
Process and accurately code all "lease related" invoices (i.e., broker commissions, space planning and legal invoices).
Provide monthly invoices reporting at AP close.
Prepare and submit for approval Purchase Order requests to ensure timely processing.
Pull monthly utility invoices (water and power) from the utility websites on a monthly basis.
Download sub-meter billings for electricity and water, using our 3rd party sub-metering vendor partner GENEA.
Process all recurring (sub-metering) and one-time (afterhours HVAC, signage, keys, etc.) sundry charges monthly.
Monitor outstanding accounts receivable balances, communicate with tenants regarding unpaid charges as directed, maintain AR tracking reports, and escalate collection concerns to management.
Facilitate access/parking card changes, additions, and deletions, as needed.
Update and distribute all contact lists (i.e., asset management team, tenant, vendors).
Respond to tenants’ need through coordination of maintenance and other staff.
Assist with completing monthly property inspections and updating ground lease tracking file.
Responsible for the timely processing, coding, and routing of accounts payable invoices in Yardi
Track invoices status through approval and payment cycles, ensuring adherence to internal controls and accounting deadlines.
Coordinate with vendors, Accounting team, tenants, and internal stakeholders to resolve billing discrepancies and outstanding payment issues.
Support monthly accounts payable close by preparing invoice status reports and ensuring all invoices are processed timely.
Assist with accounts receivable administration, including tracking delinquent balances, preparing supporting documentation, and escalating collection issues to management.
Process recurring tenant billings and one-time charges, including sub-meter utilities, after-hours HVAC, signage, parking access cards, and other recoverable expenses.
Monitor utility expenses and consumption reporting, including downloading organizing, and reconciling utility invoices and sub-meter billing data.
Assist Property Management team with annual budget preparation, reforecast, and variance tracking.
Maintain financial tracking logs for operating expenses, capital projects, purchase orders, and tenant-related expenditures.
Assist with gathering financial documentation and supporting schedules for audits, reconciliations, budget reviews, and management reporting.
Ensure financial records, vendor documentation, and accounting files are maintained accurately and in accordance with company standards.
Assist with preparation of annual operating budgets, budget revisions, reforecast, variance analyses, and other financial reporting as requested by the Property Manager and Asset Management team.
Assist with updating building website (as-needed), GENEA (afterhours HVAC & access controls) (as-needed) and Angus (work order system) (daily/monthly).
Maintain SharePoint, YDM and hardcopy file organization for projects, vendors, and tenant files.
Draft and send tenant communique via building website.
Other duties may be assigned accordingly.