Assistant Property Manager (100 First)

Regional Office in San Francisco, CA

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About Kilroy Realty

  • Kilroy (NYSE: KRC) is a leading U.S. landlord and developer with over 17 million square feet of primarily office and life science space with operations in San Diego, Greater Los Angeles, the San Francisco Bay Area, Greater Seattle, and Austin, Texas.
  • As pioneers and innovators in the creation of a more sustainable real estate industry, our approach to modern business environments helps drive creativity and productivity for some of the world’s leading technology, entertainment, life science and business services companies.
  • A big part of the company’s foundation is its commitment to enhancing employee growth, satisfaction and wellness while maintaining a diverse and thriving culture. For the third year in a row, the company has been named to Bloomberg’s Gender Equality Index – recognizing companies committed to supporting gender equality through policy development, representation, and transparency.
  • We hope you’ll decide to join us!

About the Opportunity
This position entails the direct responsibility of the physical operations and administrative property management support for the Asset Management Team responsible for 100 First Street. This position reports to the Property Manager.

Opportunity Requirements

  • Minimum of 3-5 years working in a professional office environment and a minimum of 3 years working in a commercial real estate environment.
  • Proficiency in financial management and accounting skills and experience required.
  • Must be self-motivated and possess excellent email and phone etiquette, convey a highly professional manner and must be well organized.
  • Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel.
  • Excellent interpersonal and communication skills.

 

Opportunity Requirements

  • Minimum 3-5 years working in a professional office environment and a minimum of 2 years working in a commercial real estate environment.
  • Be in the process of certification as a Certified Property Manager (CPM), or Real Property Administration (RPA); a college degree is highly preferred.
  • With assistance from Property Manager, prepare and analyze financial reports, monthly variance reports, operating budgets, CAM reconciliations, and accruals.
  • Well-organized with attention to detail and follow through with assignments.
  • Must possess good verbal and written skills and be able to communicate effectively with employees, tenants, contractors, etc.
  • Must be self-directed, motivated, and logical in problem solving, as well as lead their team in enhancing customer experience.
  • Must be self-motivated and possess excellent phone etiquette, convey a highly professional manner, and must be highly organized.
  • Must possess excellent spelling and grammar, highly computer literate, and proficient in MS Excel and Word.
  • Good math skills are essential, and must have experience with Yardi or similar platform.

Summary of Responsibilities
The 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:

  • Create weekly staff meeting agenda and lead meetings.
  • Maintain up-to-date building records including Facility Emergency Plan, building website, security post orders, building policies and procedures, etc.
  • Assist with front desk duties and telephone coverage in absence of Property Coordinator, as needed.
  • Follow and adhere to reporting requirements and deadlines per Asset Management Monthly Calendar.
  • Maintain all building electronic files in SharePoint per proper file structure, as well as any hard files as needed.
  • Coordinate and serve as Property Management lead for all vendor recurring meetings.
  • Assist Property Coordinator with coordinating and managing all office management responsibilities, including mail collection, ordering, and stocking of supplies, and managing office equipment needs.

Property Operations & Maintenance:

  • Oversee and assist Property Coordinator in monthly, quarterly, and semi-annual property inspections and prepare reports through Angus; work with onsite Engineering team or relevant third-party vendors to address issues discovered during property inspections.
  • Supervise and oversee building repair and maintenance initiatives/projects, ensuring seamless coordination with Engineering team and affected tenants, and delivering regular progress reports to the Property Manager.
  • Monitor the services provided by outside vendors to confirm work meets obligations of the relevant contract or proposal.
  • Maintain building signage programs, including main lobby directory signage, floor directory signage, tenant suite signage, evacuation signs, restroom signs, etc.
  • Collaborate with Chief Engineer to conduct quarterly walkthroughs of the building, gaining comprehensive insights and knowledge of mechanical systems such as HVAC, fire life safety, plumbing, and more.
  • Participate in construction/capital project meetings and site walks and assist Property Manager with tenant coordination and notifications.

Tenant Relations:

  • Oversee and assist Property Coordinator in coordinating all tenant and property events.
  • Assist Property Coordinator with drafting and/or reviewing tenant memos and notification distributions.
  • Liaise with Engineering and Property Manager to resolve tenant work orders and/or concerns in a timely manner. Lead timely communications with tenants related to open work orders.
  • Lead the coordination of tenant move-ins/outs.
  • Assist in implementation and compliance of tenant Lease obligations.
  • Assist Property Manager with walking tenant spaces prior to lease expiration to ensure all required restoration is completed and properly documented.
  • Oversee and monitor the MRI Angus platform for work orders, visitor management system, and delegating action items to appropriate building team and/or vendor as needed. Ensure teams are inputting appropriate and professional updates for tenant work orders in a timely manner in MRI Angus platform.
  • Responsible for overseeing Property Coordinator for all Vendor Access Requests, working closely with Property Manager, Construction, and building Engineers to ensure scope of work is approved ahead of time and compliant COI is obtained.
  • Assist the Property Manager and Asset team in preparing all vacant spaces for upcoming tours. Ensuring that all lights are turned on beforehand, suites are inspected, snacks and beverages are available, and appropriate signage is placed.

Vendor Relations:

  • Lead weekly property walks with landscaping service providers as well as monthly meetings with janitorial, elevator and security service providers.
  • Act as primary point-of-contact for all building service providers.
  • Generate and maintain vendor contracts, purchase order documents, and vendor electronic and hard files.
  • Liaise with engineering team to complete tenant work orders in a timely manner.
  • Create PO’s and track from scope commencement through to completion and invoice processing.
  • Assist Property Manager with collection of bids for projects, maintenance, and repairs.
  • Work with Property Manager and Legal team to create new vendor contracts, amendments, and cancellations.
  • Inspect job site after service has been performed to ensure work was done to specifications.
  • Walk building’s common areas multiple times per week and take the lead on any vendor action needed to address items identified and propose recommendations to Property Manager for any service changes.

Insurance, Risk, & Permit Compliance:

  • Assist Risk Manager in obtaining tenant and vendor insurance certificates as needed.
  • Ensure receipt of complaint certificates of insurance for any tenant vendors ahead of scheduled work for tenants and vendors.
  • Assist Property Coordinator in reviewing Daily Activity Reports and Incident Reports completed submitted by building Security in Heliaus platform to ensure accuracy and follow up with team members as needed.
  • Prepare KRC/CMT incident reports and submit them to the Property Manager for review.
  • Track, coordinate, and maintain compliant building permits per MRI Angus permit compliance calendar, and ensure Angus calendar is up to date. Ensure all permits are uploaded to MRI Angus, SharePoint, and hard copies are saved in physical binder.
  • Liaise with Chief Engineer and Property Manager regarding any new permits needed as well as ensure all renewals are processed and obtained in a timely manner.

Accounting:

  • Payables
    • Back-up support for Property Coordinator for accounts payable duties.
    • Review all invoices coded by Property Coordinator and third-party accountant to ensure the appropriate budget GL, building, amounts, payee, and descriptions are used.
    • Ensure invoices for all recurring contracted services are within the approved budget, and lead vendor outreach for any discrepancies.
    • Oversee Property Coordinator’s efforts in updating and maintaining all applicable AP templates for third-party accountant to utilize for invoice processing.
    • Closely review monthly utilities invoices from 3rd party utility providers such as PG&E to ensure monthly chargers and consumption align with building operations and utilization. Compare utility invoices month to month for discrepancies and reach out to 3rd party service reps as needed to further analyze.
    • Work with Property Coordinator to ensure invoices are processed and approved by the applicable AP deadlines each month. Keep Property Manager informed of any critical AP deadlines and/or urgent invoice approvals needed.
    • Assist Property Coordinator to oversee vendor invoices are being received in a timely manner upon completion of work and payments are being issued by applicable due dates.
  • Receivables
    • Responsible for running current aging reports on the 1st, 5th, and 10th of each month, and sending Property Manager, Asset Manager, and Portfolio Manager a summary of tenants with any outstanding AR and payment status by the 10th of each month.
    • Proactively reach out to tenants via phone and email to request payment status details for any balances not paid on or by the 1st of each month and keep Property Manager informed of the status.
    • Assist with preparing notice letters to tenants for outstanding receivables per the terms of the Lease. Send draft notices to Property Manager for review prior to issuing.
    • Complete monthly Aging Report from Revenue Accounting and provide RA team with proper payment application instructions and/or payment status updates as needed.
    • Create and maintain account receivables contact list.
    • Generate tenant late fees as necessary per the terms of the Lease.
    • Oversee and track Property Coordinator’s utilities and afterhours HVAC billing worksheets to ensure calculations and tenant sundry charges are correct.
    • Track and process billings for tenants using separate external billing systems/platforms as needed.
    • Review utility and submeter spreadsheets updated by Property Coordinator for accuracy.
  • CAM
    • Assist Property Manager with review of CAM estimate and reconciliation workbooks for accuracy.
    • Work with Property Coordinator to draft and distribute all Tenant CAM estimate and reconciliation letters, saving all letters in appropriate locations.
  • Budgeting
    • Assist Property Manager with monthly budget forecast updates in Yardi.
    • Work with property team in annual budget preparation and take the lead on requesting and obtaining bids from vendors for assigned budget accounts and services. Evaluate pricing against contract and/or year over year actuals for accuracy.
    • Assist with budget input into Yardi.
    • Work with PM to evaluate capital building needs and budgeting.
    • Monitor and track expenses against budget and contract/purchase order amounts.
    • Assist Property Manager with drafting expense AFE’s as needed.

Reporting:

  • Complete monthly expense accruals and submit to third-party accounting once approved by Property Manager.
  • Assist Property Manager with quarterly expense variance reports.
  • Complete required monthly reporting assignments such as Aging Reports, Stacking Plans, Rent Roll review, and Commercial Billing review.
  • Complete monthly Stacking Plan updates, Options & Encumbrances review, Tenant Occupancy tracker, Tenant Events tracker, and all other monthly AM reports as required.
  • Provide Third Party Accounting Team and Property Manager with monthly accrual data.

Lease Administration:

  • Review Lease Abstracts in Yardi and excel and submit to Property Manager for approval. Maintain Lease Abstracts with relevant information as needed.
  • Maintain Tenant Lease files in SharePoint and hard copy files as needed. Ensure all executed agreements and important correspondence are saved in tenant lease folders.
  • Assist in all Lease administration tasks including completing Tenant Account Adjustment Forms, Tenant Move Out Forms, and other necessary functions related to Lease compliance.
  • Assist Property Manager with completing Lease Routing Packages and routing of agreements in DocuSign for execution.

Other duties may be assigned accordingly.

What we offer
At Kilroy, base pay is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within the role. The base pay range for this role is between $80,000 – $85,000 and your base pay will depend on your skills, experience and training, knowledge, licensure and certifications, and other business and organizational needs.  It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.  This role is eligible for an annual discretionary bonus as well.

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.  We invite you to visit our website at www.kilroyrealty.com to learn more.

Apply for this Position

To apply, email HumanResources@kilroyrealty.com. Please include the position title in the subject line. No phone calls, please.

EEO/AA/M/F/Vet/Disability Employer.