Property Coordinator (Indeed Tower)

Office in Austin, TX

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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 Indeed Tower. This position reports to the Property Manager, Indeed Tower.

Opportunity Requirements

  • Must be self-motivator and convey a highly professional manner.
  • Possess excellent verbal and written communication skills and be able to communicate effectively with colleagues, tenants, guests, and vendors.
  • Well-organized with attention to detail and follow through with assignments.
  • Solid understanding of office procedures; proficient computer skills and email etiquette with experience using Word and Excel; excellent spelling and grammar.
  • Possess good math and analytical skills.
  • Minimum of 1-3 years working in a professional office environment. Prior experience working in a commercial real estate environment highly preferable.

 

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:

  • Assist Asset Management team in coordinating all activities including leasing, marketing, design, and investor activities as requested.
  • Regularly liaise with KRC Austin Regional Office Receptionist and assist with vendor coordination for any services needed in KRC suites.
  • Assist Asset Management team in coordinating office moves & relocations.
  • Provide front line presence and receive all incoming visitors for development, construction, asset management, engineering, security, and service providers.
  • Maintain SharePoint file organization for projects, vendors, and tenant files. This includes the YDM list.
  • Record staff meeting minutes and maintain status reports on properties and their outstanding items. Pull the open purchase orders and work orders reports prior to each staff meeting and take the lead on going through each line item with the team and note the status.
  • Ensure all contact lists, including Building management, tenants, vendors (legal, billing, premises, emergency) are up to date in Yardi, SharePoint, property website distribution lists, and emergency response plans.
  • Organize, manage, and lead all office management responsibilities including collecting and redistributing mail, ordering & stocking of supplies, management of office equipment, and coordination of Engineering office cleaning.
  • Ensure appropriate signage is in place related to various building work, closures, etc., using KRC’s branded templates on the HUB/SharePoint.
  • Manage and redistribute Tenant Building Access and Construction related Building Access request forms.
  • Regularly walk the property, including common areas, tenant suites, back of house, and vacant suites. Assist PM in timely completion of KRC Property Inspection Forms on SharePoint and communicate any findings to the appropriate team members and/or vendors to address.

Accounting Payables & Requests:

  • Collaborate & support CBRE team on invoice processing. Follow up on any outstanding invoices or incorrect billings and resolve discrepancies in a timely manner ahead of the next billing cycle.
  • Ensure all AP templates in Yardi are accurate and updated with any changes as needed.
  • Review all invoices against the annual budget and/or reforecast to ensure invoice amounts align with budgeted amounts, and expenses are coded to the correct GL accounts.
  • Track all Engineering supply purchases in support of accurate expense accruals.
  • Assist Property Manager on monthly accrual reports, as needed.
  • Follow up on outstanding receivables and escalate to managers as appropriate.
  • Interface with the CBRE accounting team on weekly calls and via email as necessary.
  • Maintain and track all building utilities including electricity, gas, water, HVAC, sustainability and BMS as directed by Property Manager and Senior Property Manager.
  • Proactively reach out to vendors for any past due invoices, ensuring that all bills are paid in a timely fashion.
  • Track and process tenant sundry billings.
  • Assist with distributing end of year CAM reconciliation letters and annual tenant CAM estimate letters.
  • Send out monthly Asset Management Calendar to the teams with associated calendar invite reminders.
  • Assist Property Manager in annual budget preparation process and collecting vendor proposals as directed by Property Manager for specific budget accounts and services.
  • Ensure invoices are correctly and accurately entered in YARDI on a timely basis.

Lease Administration:

  • Maintain hard and electronic copy building and lease files in SharePoint and YDM and assist asset management team in the collection and organization of leasing documents.
  • On a quarterly basis audit physical lease files to ensure any lease file documents are accurately stored in their appropriate location.
  • Support asset management team by running monthly rent roll reports and updating stacking plans.

Vendor Relations & Reception:

  • Facilitate and direct all office foot traffic to appropriate department lead, including development and construction, contractors, engineering, design, marketing, and asset management.
  • Draft vendor Purchase Orders for Property Manager review.
  • Manage and update property activity calendar to include recurring services upcoming work, tours, executive visits, and special events. Coordinate with various teams to ensure proper notification is distributed.
  • Receive, summarize contractor, and tenant access requests to obtain approvals from asset management and engineering teams. Take the lead in sending communications to relevant tenant contacts and building teams for any upcoming work and access needs.
  • Assist in maintaining post orders for building and security teams on a regular basis. Review Security DAR’s regularly. Follow up with incident reports, internal work orders, and related vendor services as necessary.
  • Manage and regularly update vendors entering the building in Angus.
  • Coordinate with building security any questions regarding vendor access.
  • Cultivate relationships with our onsite third-party team members, assisting with work order support and communication, office supply, and Kilroy Store needs.
  • Create and maintain updated contacts for our preferred vendors to include an email distribution list for vendor invoice collection and budget proposal requests.
  • Save and update all vendor contracts, specifications, and termination letters in SharePoint, upon receipt.

Tenant Relations

  • Assist Property Manager in coordinating all tenant and property events.
  • Assist Property Manager in coordinating the annual fire warden training program with the tenants.
  • Set up and communicate online FLS training program for Kilroy staff and tenants.
  • Participate in annual fire drills and all building emergency response team events and exercises.
  • Assist with the management of users and distribution lists on the website, preparation and distribution of tenant memos and notifications either by email or on the building website. Maintain up to date website content.
  • Assist in the preparation of move-in packages and assist in coordination of tenant move-ins/outs.
  • Assist in maintaining emergency procedures.
  • Act as liaison with engineering, security, parking, janitorial to input and track Angus work orders in a timely manner.
  • Assist Property Manager with all Vendor Access Requests and coordination efforts with building Engineers to confirm scope of work is approved and ahead of scheduled date.
  • Assist asset management team in resolving miscellaneous tenant issues, complying with proper escalation protocols.
  • Process all tenant hard key and building/parking access card requests within 24-business hours of receipt, adhering to proper distribution processes including tenant sign-off.
  • Perform quarterly building and parking access card audits for tenants and vendors.

Insurance & Permit Compliance:

  • Collect, review, track and file tenant and vendor certificates of insurance per KRC’s Insurance & Risk Management policies and procedures. Communicate any revisions needed to applicable parties.
  • Assist Property Manager in preparing KRC incident report forms for submittal to Risk Manager and/or CMT Team.
  • Perform quarterly audits on all regularly scheduled vendors COI’s and track expiration dates.
  • Maintain and track all Building Permits and Licenses per KRC compliance calendar in Angus platform. Take the lead on initiating and processing any renewals needed in a timely manner. Ensure copies of all permits are saved on SharePoint and copies of all current permits are maintained in Austin permit binder onsite.

Customer Service:

  • Collect, track, log, and file tenant service requests in Angus. Work with engineering, security, janitorial, and parking to schedule work orders through Angus online system. Dispatch support team as necessary.
  • Monitor Angus 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.
  • Work with Chief Engineer to maintain tenant requests and Angus reports monthly and quarterly.
  • Facilitate the Tenant Visitor Management System, to ensure ease of transition with all tenant guests and building security. Provide Tenants with Visitor Management report, if required.

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 and will depend on your skills, experience and training, knowledge, licensure and certifications, and other business and organizational needs.  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.