Property Coordinator

About The Opportunity

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

Opportunity Requirements

• Minimum of 2-4 years working in a professional office environment and a minimum of 2 years working in a commercial real estate environment.
• Accounting experience required and good math skills are essential.
• Must be self-motivated and possess excellent phone etiquette, convey a highly professional manner and must be highly organized.
• Solid understanding of office procedures; typing skills 60 ; excellent spelling and grammar; and highly computer literate with Word and Excel.
• Demonstrates a strong commitment to providing exceptional customer service, ensuring customer satisfaction, and fostering positive relationships.
  
  

Summary Of Responsibilities

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

• 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.
  
  

Other Duties

• 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.
  
  

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 $29.04 and $34.30 and your hourly rate 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.