Property Coordinator (Menlo Park)

About Kilroy Realty, L.P.

• 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.
• Kilroy’s Vision is to be a premier and sustainable commercial real estate operator and developer, sought after by tenants, preferred by investors, and respected by competitors.
• Kilroy’s Mission is to create and operate exceptional real estate assets where people live, work, and engage with their communities.
• At Kilroy, our people are our greatest resource. We strive to maintain a culture of continuous growth, recognizing and rewarding performance in all facets of the company. Integrity matters, which means how we operate is just as important as what we deliver. We aim to operate as a cohesive team and believe that diversity of thought and perspective results in better outcomes.

About the Opportunity

Primarily entails full range of administrative support for the Asset Management team responsible for managing the Peninsula and Silicon Valley assets. This position reports directly to the Asset Manager.

Peninsula (MMM) & Silicon Valley Portfolio (SVPNNN)

• Menlo Corporate Center: 4100-4700 Bohannon Dr, Menlo Park, CA
• Middlefield: 680 & 690 E Middlefield, Mountain View, CA
• Mathilda Campus: 505, 555, 599 N Mathilda, 605 W Maude, Sunnyvale, CA
• Crossing 900, 900 Jefferson & 900 Middlefield, Redwood City
• Terra Bella, 1290 & 1300 Terra Bella Ave, Mountain View
• Page Mill / Porter, 3150 Porter Drive and 1701 Page Mill Road, Palo Alto

Opportunity Requirements

• Must be self-motivator, 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 Word and Excel.
• Good math skills are essential.
• 2-5 years of experience with at least 2 being in commercial property management
• Accounting experience required.
• Multi Building/ Campus environment experience highly preferable.
• Ability to coordinate with multiple team members.

Summary of Responsibilities

The core responsibilities of this position include, but are not limited to the following:

General Administration:

• Assist asset management team in the administrative functions for any activities including leasing, marketing, design, and investor activities for Peninsula office.
• Organize, manage and lead all office management responsibilities including collecting and redistributing mail, ordering & stocking of supplies, management of office equipment, lunch delivery services, kitchen stocking/ordering and coordination of office cleaning at peninsula sub regional office.
• Act as Kilroy Culture Crew liaison and collaborate with different departments to coordinate, plan and schedule fun activities.
• Provide front line presence and receive all incoming visitors for development, construction, asset management, engineering, security, and service providers at the peninsula sub regional office.
• Send out monthly Asset Management Calendar to the teams with associated calendar invite reminders.
• Support property teams with document management and organization across operational, financial, and tenant files.
• Assist with tracking and reporting on purchase orders and work orders ahead of team meetings.
• Maintain up-to-date contact lists for tenants, vendors, and building staff across systems and communication platforms.
• Ensure consistent and branded signage is in place for building operations and tenant notifications.
• Support and back up Assistant Property Managers in office as needed.

Accounting:

• 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.

Lease Administration:

• Maintain electronic tenant lease files and assist asset management team in the collection and organization of leasing documents and correspondence per record retention policies.

Vendor Relations & Reception:

• Facilitate and direct all foot traffic to appropriate department lead, including development construction, contractors, engineering, design, marketing, and asset management.
• Draft vendor Purchase Orders as needed for asset management team review.
• Manage and update property activity calendars at the direction of APM’s to include recurring services upcoming work, tours, executive visits and special events. Coordinate with various teams to ensure proper notification is distributed when required.

Tenant Relations:

• Assist asset management team in coordinating all tenant and campus 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 tenant manuals and emergency procedures.
• Act as liaison with engineering, security, parking, janitorial to input and track Angus work orders in a timely manner.
• 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.

Insurance & Permit Compliance: 

• Collect, track and file tenant and vendor certificates of insurance.
• 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 at the for Vendor & Tenant Insurance Tracking, YDM Vendor Contract Matrix, and Permit Compliance Calendar.

Customer Service:

• Manage and track tenant service requests using the Angus system, coordinating with engineering, security, janitorial, and parking teams.
• Monitor work order progress to ensure timely response, updates, and completion within service standards.
• Dispatch support teams as needed and maintain clear communication through Angus.
• Assist in generating and distributing monthly tenant service reports in collaboration with property and engineering teams.

Other duties as assigned

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 $66,000 and $74,000, 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 recruiting@recruiting.kilroyrealty.com. Please include the position title in the subject line. No phone calls, please.

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