Senior Assistant Property Manager

Kilroy Realty•South San Francisco, CA

3d•$46 - $55•Onsite

About The Position

This position will be employed by Kilroy Realty L.P. and will join the Asset & Property Management team located at our Kilroy Oyster Point office in South San Francisco, CA. The Assistant Property Manager shall be responsible for assisting the Asset Management team on a day-to-day basis with all respects of property management. General responsibilities are noted below. This position reports to the Senior Property Manager, along with oversight from General Manager.

Requirements

Minimum of 3-5 years working in a professional office environment.
Minimum of 3 years working in commercial real estate.
Be in the process of certification as a Certified Property Manager (CPM) or Real Property Administrator (RPA).
A college degree is highly preferred.
Proficient Finance Management and accounting skills and experience.
With assistance from Property Manager, prepare and analyze financial reports, monthly variance reports, operating budgets, CAM reconciliations and forecasts.
Well-organized with attention to detail and follow through with tasks.
Must possess good verbal and written skills and be able to communicate effectively with employees, tenants, contractors, and vendors.
Must be self-directed, motivated, and logical in problem solving, as well as lead their team in enhancing customer satisfaction.
Must be self-motivated and possess excellent phone etiquette, convey a highly professional manner and must be highly organized.
Must have experience with Yardi or similar software.
Solid understanding of office procedures; typing skills 60+ WPM; excellent spelling and grammar; and highly computer literate with Word and Excel.

Nice To Haves

Be in the process of certification as a Certified Property Manager (CPM) or Real Property Administrator (RPA)
a college degree is highly preferred

Responsibilities

Act as primary point of contact for day-to-day operations & monthly/quarterly accounting deadlines, delivering regular progress reports to the Senior Property Manager.
Support Senior Property Manager in coordination with the Development & Construction department as needed.
Follow and adhere to Corporate Asset Management monthly accounting deadlines.
Assist in coordinating all activities including leasing, marketing, design, and investor activities for assigned properties.
Support and back up to Assistant Property Manager and Property Coordinator as needed, including (but not limited to): Record meeting minutes and maintain status reports on properties and outstanding items.
Managing visitors and telephone calls.
General office, vendor, and tenant file maintenance. This includes maintenance of SharePoint file organization for projects, vendors, and tenant files.
Escalate challenges & opportunities to Senior Property Manager as needed.
Follow and adhere to Corporate Asset Management monthly accounting deadlines and assist with the sharing of calendar deadlines.
Review all invoices to ensure the appropriate account, building(s), and description are used for GL details before final submission to Senior Property Manager.
Work with Assistant Property Manager and Property Coordinator to ensure external utility websites are monitored for invoice posting and payments are made in a timely manner.
Oversee Property Coordinator’s efforts in updating and maintaining all applicable AP templates and AP trackers.
Back up support for Assistant Property Manager and Property Coordinator as needed for Payables.
Possess a comprehensive understanding of tenant rent schedules, lease commencement dates, rent abatements, and prorated rents per tenant.
With the Assistant Property Manager, maintain aging reports per Asset Management Calendar each month.
Contact tenants via phone and email for outstanding receivables.
Provide Senior Property Manager with status updates on receivables.
Follow up on all outstanding charges and escalate to Property Manager after (3) attempts to collect have failed.
Oversee tracking and entry of tenant sundry billings for utilities, after-hours lighting and HVAC, engineering OT, etc.
Review all entries for accuracy before submitting to Senior Property Manager and escalate challenges to SPM as needed.
Review utility and submeter spreadsheets updated by Assistant Property Manager / Property Coordinator for accuracy.
Support Assistant Property Manager to generate tenant late fee Billing Requests Forms.
With the Assistant Property Manager, provide Operating Accountant with monthly accrual information.
Review Lease Abstracts from Accounting for Senior Property Manager and Asset Manager.
Prepare and submit Lease Change Notices as needed.
Monthly review and update of Stacking Plans, Rent Rolls, Commercial Billing, and Tenancy Schedules.
Monthly review of variances and report major unexpected variance to Senior Property Manager.
Assist Senior Property Manager with month end closing procedures, preparation of variance and financial reports, monthly reforecast, accruals, and general ledger review.
Assist Senior Property Manager with review of CAM estimate, mid-year, and reconciliation workbooks.
Draft CAM letters and submit to SPM and General Manager for approval.
Provide sundry billing information to Assistant Property Manager / Property Coordinator and confirm timely posting.
Work with property team in annual budget preparation which can include getting bids and additional pricing, evaluating pricing for correctness and budget input into accounting software. Also work with team to evaluate capital building needs.
Assist with annual budget preparation as directed by the GM/SPM.
Assist with monthly reforecasting and/or update reforecasts for GM/SPM.
Possess an understanding of year-over-year budget variances and percentage increases, and value engineer budget as needed.
Possess an understanding of budget to actual variances, and make recommendations to bring expenses as close to budget as possible.
Review vendor schedules of work and revise as needed for budgeting or reforecasting.
Request pricing from contracted vendors.
Work with Chief Engineer and GMSPM to identify and obtain pricing for non-contracted and R&M items to include in budgets.
Ensure accuracy of vendor pricing throughout the year, checking original proposals or contracts as needed.
Track budget on a monthly basis to ensure that building work is completed on time and within budget.
Monitor and track expenses against budget and contract/purchase order.
Update Forecast accordingly throughout the year in conjunction with GM/SPM.
Prepare Authorizations for Expenditure (AFE) for non-budgeted work as needed and route to GM/SPM for review and approval.
Track tenant certificate of insurance (COIs) and request renewals at least 90 days prior to expiration.
Escalate COI issues to the Senior Property Manager as needed.
Support Assistant Property Manager and Property Coordinator in collecting and validating vendor certificates of insurance (COIs).
Ensure COI renewals are requested and tracked in a timely manner and escalate to the Senior Property Manager as needed.
Prepare incident report forms and submit to Senior Property Manager.
With Assistant Property Manager, Property Coordinator, and Engineering team, track and maintain all required building permits and compliance documentation.
Escalate permit and compliance issues to Senior Property Manager as needed.
Lead property inspections and oversee the preparation of inspection reports through Angus monthly, quarterly, and/or semi-annually in accordance with Company policy.
Escalate items identified during inspection to Senior Property Manager as needed.
Work with Property Management team, on-site 3rd party teams, and/or relevant vendors to address any issues discovered during property inspections.
Escalate property inspection issues to Senior Property Manager as needed.
Supervise and oversee building repair and maintenance initiatives/projects, ensuring seamless coordination with the Engineering team, and delivering regular progress reports to the Senior Property Manager.
Coordinate efforts across teams or departments to achieve award criteria for building certifications and awards programs such as BOMA 360 & TOBY, delivering regular progress reports to the Senior Property Manager.
With Assistant Property Manager, maintain building signage programs including directory boards, tenant suite signs, floor directory signs, evacuation signs, restroom signs, etc.
With Assistant Property Manager, monitor Angus work order system to schedule and track tenant work orders and preventative maintenance to ensure they are completed in a timely manner.
Escalate Angus system issues to Senior Property Manager as needed.
Lead drafting of vendor Service Agreements and submit to Senior Property Manager and Chief Engineer for final review.
Once approved by all parties, draft Contract Memo and work with Property Coordinator to route for execution in a timely manner.
Maintain Yardi Document Management (YDM) lists.
Oversee the creation of Purchase Orders by Assistant Property Manager / Property Coordinator and review before final approval by Senior Property Manager.
Assist Senior Property Manager and General Manager with all aspects of the property(s) as needed.
Assist asset management team in coordinating all tenant and property events and annual fire warden training.
Prepare move-in packages and assist in coordination of tenant move-ins/outs.
Coordinate tenant activity and moves with multiple departments including development, construction, and engineering.
Assist in implementation and compliance of tenant lease requirements.
Prepare Tenant Manuals and Emergency procedures for SPM and Chief Engineer.
Educate tenants on Kilroy’s Sustainability efforts, including the project's recycling program.
Report and assist Senior Property Manager in resolving miscellaneous tenant issues.
Assist Asset Management team in the collection, organization, and routing of leasing or building/property management related documents.
Collaborate with GM/SPM to coordinate leasing tours with prospective tenants.
Work with existing tenants to coordinate tours in occupied suites as needed.
Review all Lease Abstracts and submit for Senior Property Manager approval.
Assist in all lease administration tasks including adjustments to rent, credit adjustments, operating expense reconciliations, tracking of LOC’s, and other necessary functions related to lease compliance.
Primary liaison with multiple departments including (but not limited to) Engineering, Security, Parking, and Janitorial as needed.
Possess a comprehensive understanding of vendor Service Agreements and Purchase Order scopes and monitor vendors for compliance.
Escalate vendor issues to Senior Property Manager as needed.
Conduct regular walks with major vendors such as parking, janitorial, landscape, and prepare corrections lists as needed.
Follow up with vendors to ensure timely addressing of any issues and completion of projects.
Assist with collection of bids for projects, and / or maintenance and repairs.
Back-check scheduled maintenance to ensure work is completed per the building's Class-A standards, and schedule follow up with vendors as needed.
Other duties as assigned.