Property Coordinator

Kilroy Realty•San Francisco, CA

About The Position

The Property Coordinator is employed by Kilroy Realty, L.P. and provides administrative and operational support to the Asset and Property Management team responsible for 360 Third Street, 250 Brannan, and 301 and 333/345 Brannan Street. The role supports general office operations, property accounting, lease administration, vendor coordination, tenant relations, insurance and permit compliance, and customer service. Regular and predictable attendance is an essential function. The position also performs other duties as assigned.

Requirements

Self-motivated, with excellent communication skills and a highly professional manner.
Highly organized with strong attention to detail.
Solid understanding of office procedures.
Typing speed of 60 or more words per minute.
Excellent spelling and grammar.
High computer literacy, including Microsoft 365 applications: Outlook, Word, Excel, and Teams.
Good math skills.
At least 2 years of experience working in a professional office environment.

Nice To Haves

2 years of commercial property management experience is highly preferable.
Accounting experience is preferred.

Responsibilities

Provide a professional front-line presence by receiving visitors and phone calls and directing them to appropriate departments.
Manage office operations, including mail, supplies, office equipment, and coordination of office cleaning at assigned seats.
Coordinate, plan, and schedule budgeted and unbudgeted building work with property team members; create purchase orders, send tenant work memos, and calendar vendor visits.
Support property record retention and SharePoint organization for property operations, CAM accounting, vendor contracts, purchase orders, and tenant lease and correspondence files, including the YDM list.
Obtain open purchase order and work order reports before staff meetings and report their status.
Maintain building management, tenant, vendor, and emergency contact lists in Yardi, SharePoint, emergency response plans, property websites, and tenant memo distribution lists.
Ensure appropriate signage is in place for building work and closures using company templates.
Support invoice uploading and processing in Yardi, follow up on outstanding or incorrect invoices, resolve discrepancies, and escalate issues to managers as appropriate.
Assist with year-end CAM reconciliation sundry entries and distribution of annual tenant CAM estimate and reconciliation letters.
Assist with annual budget estimate letters and send them to tenants via FedEx.
Support the Assistant Property Manager in maintaining accurate AP templates in Yardi.
Process monthly tenant bill-backs, review monthly receivables, and coordinate responses with the Property Team.
Maintain electronic tenant lease files and help collect and organize leasing documents and correspondence according to record-retention policies.
Draft vendor purchase orders for property management team review.
Manage and update property activity calendars under the direction of the Assistant Property Manager, including recurring services, upcoming work, tours, executive visits, and special events.
Coordinate required notifications with various teams and prepare floors and suites for leasing tours.
Receive contractor and tenant access requests and route them to property management and engineering teams for approval.
Assist with coordinating tenant and property events and the annual tenant fire warden training program.
Prepare and distribute tenant memos and notifications, assist with move-in packages and tenant move-ins and move-outs, and help maintain tenant websites and emergency procedures.
Liaise with engineering, security, parking, and janitorial teams to enter and track Visitt work orders daily.
Collect, track, and file tenant and vendor certificates of insurance and coordinate vendor insurance compliance with Risk Management.
Assist in preparing incident report forms for Risk Management.
Work with asset management and engineering to maintain procedures and tracking tools for vendor and tenant insurance, the YDM Vendor Contract Matrix, and permit compliance.
Collect, track, log, and file tenant service requests in Visitt; coordinate work orders with engineering, security, janitorial, and parking teams as applicable; and dispatch support teams as necessary.
Distribute tenant-requested Visitt reports monthly in coordination with property and engineering leadership.
Monitor Visitt throughout the day and ensure tenant work orders are responded to and updated within the stated acceptance, response, and completion goals: 15 minutes, 2 hours, and 24 to 48 hours, respectively.