PROPERTY COORDINATOR - WA

Kilroy Realty Corporation • Santa Rosa, CA

56d • $29

About The Position

An 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 Administration:

Assist asset management team in coordinating office moves.
Provide front desk and telephone coverage.
Maintain project, vendor, and tenant files.
Assist the Asset Management Team with ensuring all tenant contacts (legal, billing, premises, emergency) are updated.

Accounting:

Payables:
Process weekly vendor invoices.
Assist asset management team with follow up on any outstanding invoices or incorrect billings and resolve discrepancies in a timely manner.
Create purchase orders and coordinate with engineering to oversee and manage purchase orders.
Receivables:
Run current aging reports on the 5th, 10th, and 15th of each month. Assist with contacting tenants via phone, email and letter for outstanding receivables. Provide Senior Property Manager with status updates.
Create and maintain receivables contact list.
Assist asset management team in preparing and tracking tenant utilities, after-hours lighting, HVAC and tenant direct services billings.
Assist asset management team in preparing and sending out monthly rent statements.
Assist asset management team with end of year CAM Reconciliation letters and annual tenant CAM estimate letters.
Reporting:
 Assist asset management team with compilation of information/data for annual budget preparation, as needed.
Assist asset management team with Monthly Variance Reports.
Assist asset management team with the preparation and submittal of Lease Change Notices as needed.
Assist the Assistant Property Manager with the review of Lease Abstracts from Accounting for Senior Property Manager approval.
Assist asset management team complete monthly physical occupancy surveys and update occupancy reports.
Budgets:
Assist Asset Management Team with coordination of vendor/contractors to compile figures for annual budget preparation.
Gather proposals and competitive bids for new and existing services.
Coordinate with building engineers and review preventative maintenance schedules and repair needs for budgeting.

Insurance Compliance:

Assist asset management team in obtaining timely renewal of submittal of insurance binders for tenants and vendors.
Assist asset management team in preparing incident report forms for submittal to Risk Manager.
Assist asset management oversee the RiskConnect insurance compliance platform.

Property Management:

Assist asset management team in following up with vendors to confirm timely completion of jobs.
Participate in annual property inspections.
Assist asset management team in managing the work order system by assigning work orders, following up on timely response to work orders, and inputting new work orders.

Tenant Relations:

Assist asset management team in coordinating all tenant and property events.
Assist asset management team in coordinating the Online Fire Life Safety training program with the tenants.
Assist asset management team in coordinating signage program, including directory boards, tenant suite signs, floor directory signs, monument signs, evacuation and restroom signs, etc.
Assist the Assistant Property Manager with the preparation and distribution of tenant memos and notifications.
Assist in the preparation of move-in packages and assist in coordination of tenant move-ins/outs.
Assist in implementation and compliance of tenant lease obligations.
Assist in preparing Tenant Manuals and Emergency procedures.
Assist in educating tenants on each project's recycling program.
Assist asset management team in resolving miscellaneous Tenant issues.

Vendor Relations:

Assist asset management team with monthly walk troughs and follow up requests.
Liaison with engineering team to complete tenant work order in a timely manner.
Assist asset management team with collection of bids for projects, and / or maintenance and repairs.
Maintain vendor contracts, purchase order documents and vendor files as needed.

Administrative:

Ordering of office supplies for Regional Office.
Coordinate meetings and events such as team lunches, community outreach, and team building events.
Other duties, as assigned.

Requirements

• Must be self-motivator, possess excellent phone etiquette, must 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.
• Good math skills are essential.
• Minimum of 3 years working in a professional office environment.
• Minimum 1 year working in a commercial real estate environment.

Nice To Haves

• Accounting experience preferred.

Responsibilities

• Assist asset management team in coordinating office moves.
• Provide front desk and telephone coverage.
• Maintain project, vendor, and tenant files.
• Assist the Asset Management Team with ensuring all tenant contacts (legal, billing, premises, emergency) are updated.
• Process weekly vendor invoices.
• Assist asset management team with follow up on any outstanding invoices or incorrect billings and resolve discrepancies in a timely manner.
• Create purchase orders and coordinate with engineering to oversee and manage purchase orders.
• Run current aging reports on the 5th, 10th, and 15th of each month. Assist with contacting tenants via phone, email and letter for outstanding receivables. Provide Senior Property Manager with status updates.
• Create and maintain receivables contact list.
• Assist asset management team in preparing and tracking tenant utilities, after-hours lighting, HVAC and tenant direct services billings.
• Assist asset management team in preparing and sending out monthly rent statements.
• Assist asset management team with end of year CAM Reconciliation letters and annual tenant CAM estimate letters.
• Assist asset management team with compilation of information/data for annual budget preparation, as needed.
• Assist asset management team with Monthly Variance Reports.
• Assist asset management team with the preparation and submittal of Lease Change Notices as needed.
• Assist the Assistant Property Manager with the review of Lease Abstracts from Accounting for Senior Property Manager approval.
• Assist asset management team complete monthly physical occupancy surveys and update occupancy reports.
• Assist Asset Management Team with coordination of vendor/contractors to compile figures for annual budget preparation.
• Gather proposals and competitive bids for new and existing services.
• Coordinate with building engineers and review preventative maintenance schedules and repair needs for budgeting.
• Assist asset management team in obtaining timely renewal of submittal of insurance binders for tenants and vendors.
• Assist asset management team in preparing incident report forms for submittal to Risk Manager.
• Assist asset management oversee the RiskConnect insurance compliance platform.
• Assist asset management team in following up with vendors to confirm timely completion of jobs.
• Participate in annual property inspections.
• Assist asset management team in managing the work order system by assigning work orders, following up on timely response to work orders, and inputting new work orders.
• Assist asset management team in coordinating all tenant and property events.
• Assist asset management team in coordinating the Online Fire Life Safety training program with the tenants.
• Assist asset management team in coordinating signage program, including directory boards, tenant suite signs, floor directory signs, monument signs, evacuation and restroom signs, etc.
• Assist the Assistant Property Manager with the preparation and distribution of tenant memos and notifications.
• Assist in the preparation of move-in packages and assist in coordination of tenant move-ins/outs.
• Assist in implementation and compliance of tenant lease obligations.
• Assist in preparing Tenant Manuals and Emergency procedures.
• Assist in educating tenants on each project's recycling program.
• Assist asset management team in resolving miscellaneous Tenant issues.
• Assist asset management team with monthly walk troughs and follow up requests.
• Liaison with engineering team to complete tenant work order in a timely manner.
• Assist asset management team with collection of bids for projects, and / or maintenance and repairs.
• Maintain vendor contracts, purchase order documents and vendor files as needed.
• Ordering of office supplies for Regional Office.
• Coordinate meetings and events such as team lunches, community outreach, and team building events.
• Other duties, as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees