Property Coordinator

Kilroy Realty•San Francisco, CA

3d•Onsite

About The Position

This position will be employed by Kilroy Realty, L.P. and primarily entails a full range of administrative and operational support for the Asset and Property Management team responsible for managing 360 Third Street and 250 Brannan, and 301, 333/345 Brannan Street.

Requirements

Must be self-motivated, possess excellent communication skills conveying a highly professional manner.
Must be highly organized with a strong attention to detail.
Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Microsoft 365 (Outlook, Word, Excel, Teams).
Good math skills are essential.
Minimum of 2 years working in a professional office environment.
2 years commercial property management experience highly preferable.
Accounting experience preferred.

Nice To Haves

2 years commercial property management experience
Accounting experience

Responsibilities

Provide front line presence by receiving incoming visitors, phone calls and directing them to the appropriate departments.
Organize, manage, and lead all office management responsibilities including collecting and distributing mail, ordering and stocking supplies, management of office equipment, and coordination of office cleaning at assigned seats.
Collaborate with property team members to coordinate, plan and schedule budgeted and unbudgeted work at the buildings including creation of PO’s, sending tenant memos of vendor work, calendaring visits on property calendar.
Assist Property Teams with record retention and SharePoint file organization for property operations, CAM accounting, vendors contracts, purchase orders and tenant lease/correspondence files. This includes YDM list.
Work closely with APM to pull the open purchase orders and work orders reports prior to each staff meeting to report on status of each.
Ensure all contact lists, including Building management, tenants, vendors (legal, billing, premises, emergency) are updated in Yardi, SharePoint and emergency response plans, property websites /tenant memo distribution lists.
Ensure appropriate signage is in place related to various building work, closures, etc., utilizing KRC’s branded templates on the HUB/SharePoint.
Collaborate & support property team on invoice uploading/processing into Yardi.
Follow up on any outstanding invoices or incorrect billings to resolve discrepancies in a timely manner.
Assist with outstanding invoices and escalate to managers as appropriate.
Assist asset management team with end of year CAM reconciliation sundry entries and distribution of annual tenant CAM estimate/reconciliation letters.
Assist asset management team with annual Budget Estimate letters creation and sending to tenants via FedEx.
Support Assistant Property Manager to ensure all AP templates in Yardi are accurate and update with any changes as needed.
Process monthly tenant bill backs
Review monthly receivables and coordinate response with Property Team.
Maintain electronic tenant lease files and assist asset management team in the collection and organization of leasing documents and correspondence per record retention policies.
Draft vendor Purchase Orders as needed for property management team review.
Manage and update property activity calendars at the direction of APM to include recurring services upcoming work, tours, executive visits and special events.
Coordinate with var ious teams to ensure proper notification is distributed when required.
Prepare floors/suites for leasing tours.
Receive contractor and tenant access requests to route for approval of property management and engineering teams.
Assist asset management team in coordinating all tenant and property events.
Assist asset management team in coordinating the annual fire warden training program with the tenants.
Assist with the preparation and distribution of tenant memos and notifications as needed.
Assist in the preparation of move-in packages and assist in coordination of tenant move-ins/outs.
Assist in preparing and updating tenant website and emergency procedures.
Act as liaison with engineering, security, parking, janitorial to input and track Visitt work orders daily.
Collect, track, and file tenant and vendor certificates of insurance.
Vendor insurance compliance coordination with Risk Management.
Assist asset management team in preparing incident report forms for submittal to Risk Management.
Work with asset management team and engineering to execute and maintain standard operating procedures for Vendor & Tenant Insurance Tracking, YDM Vendor Contract Matrix, and Permit Compliance Calendar.
Collect, track, log and file tenant service requests in Visitt.
Work with engineering, security, janitorial, and parking, where applicable, to schedule work orders through Visitt online system.
Dispatch support team as necessary.
Work with General Manager, Property Managers, Assistant Property Managers and Chief Engineers to distribute tenant requested Visitt reports monthly.
Monitor Visitt work order system throughout the day to ensure tenant work orders are responded to and updated accordingly with relevant notes and within required response and completion goal times.
Other duties as assigned.