Property Coordinator

Kilroy Realty•El Segundo, CA

4d•Onsite

About The Position

The Property Coordinator shall be responsible for assisting the Asset Management team on a day-to-day basis with all respects of property management. This position reports to the Property Manager and offices in El Segundo, CA.

Requirements

Minimum of 2-4 years working in a professional office environment
Minimum of 2 years working in a commercial real estate environment
Accounting experience required
Good math skills are essential
Must be self-motivated
Possess excellent phone etiquette
Convey a highly professional manner
Must be highly organized
Solid understanding of office procedures
Typing skills 60+
Excellent spelling and grammar
Highly computer literate with Word and Excel
Demonstrates a strong commitment to providing exceptional customer service, ensuring customer satisfaction, and fostering positive relationships.

Nice To Haves

Yardi experience
Experience with CBRE team
Experience with SharePoint, YDM

Responsibilities

Answer incoming calls and route them accordingly.
Greet visitors professionally and offer refreshments (coffee, water, etc.).
Process incoming mail (USPS, courier & Inter-office) and packages.
Open, scan and upload invoices to Yardi; on a daily basis.
Process certificates of insurance (COI) submitted by vendors working for Kilroy.
Coordinate maintenance & repairs for office equipment.
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.
Efficiently manage and respond to emails sent to the El Segundo email distribution, ensuring timely escalation of urgent or time-sensitive items to the appropriate Manager and Team.
Process Work Orders, route and/or close-out as appropriate.
Collaborate with and support the CBRE team in managing accounts payable and processing invoices (OPEX and CAPEX/Job costs).
Follow up on outstanding invoices or incorrect billings and resolve discrepancies promptly.
Process and accurately code all lease-related invoices, including 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.
Process all recurring (sub-metering) and one-time (afterhours HVAC, signage, keys, etc.) sundry charges monthly.
Facilitate access 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.
Prepare and update staff meeting minutes on a weekly basis.
Order signage and directory strips as needed.
Assist with budget preparation, as needed assigned by the Property Manager.
Update the building website, afterhours HVAC & access controls systems, as needed.
Maintain SharePoint, YDM and hardcopy file organization for projects, vendors, and tenant files.
Draft and send tenant communique via building website and email.
Other duties may be assigned accordingly.