Property Coordinator

Summary of Responsibilities

An 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:

• Greet tenants and visitors and provide front desk and telephone coverage.
• Maintain project, vendor, and tenant files.
• Prepare weekly staff meeting minutes.
• Assist the Assistant Property Manager with ensuring all tenant contacts (legal, billing, premises, emergency) are updated.
• Manage building management office conference room bookings, ensure all A/V is functioning.
• Ensure office is properly organized and the kitchen well supplied on a daily / weekly basis.

Accounting:

• Payables:
• Process weekly vendor invoices.
• Assist asset management team with follow up on any outstanding invoices or incorrect billings and resolve discrepancies in a timely manner.
• Ensure utility invoices are downloaded and input into Yardi, when applicable.
• Receivables:
• Run current aging reports on the 5th, 10th, and 15th of each month. Assist with contacting tenants via phone, email and letter for outstanding receivables. Work with Assistant Property Manager to provide Property Manager with status updates.
• Create and maintain receivables contact list.
• Assist asset management team in preparing and tracking tenant utilities, HVAC and other misc. sundry billings.
• Assist asset management team with end of year CAM Reconciliation letters and annual tenant CAM estimate letters.
• Reporting:
• Assist asset management team with compilation of information/data for annual budget preparation, as needed.
• Support the Assistant Property Manager with the preparation of the monthly accruals.
• Assist in electronically filing all monthly accounting reports submitted by the Assistant Property Manager and Property Manager.
• Budgets:
• Assist asset management team with checking with contracted vendors to verify pricing.
• Assist asset management team in gathering proposals for the budget.
• Walk the property with Assistant Property Manager and Senior Property Manager to identify items to be included in the budget.

Insurance Compliance:

• Assist asset management team in obtaining timely renewal of submittal of insurance binders for tenants and vendors.
• Assist asset management team in preparing incident report forms for submittal to Risk Management.

Property Management:

• Assist asset management team in following up with vendors to confirm timely completion of jobs.
• Work with Post Commander to process tenant access card requests.
• Monitor work order system and liaison with engineering team to ensure timely responses.
• Prepare and send Purchase Orders, as requested by the Assistant Property Manager and Property Manager.

Tenant Relations:

• Assist asset management team in coordinating all tenant and property events.
• Assist asset management team in coordinating the Online Fire Life Safety training program with the tenants.
• Assist asset management team in coordinating signage program, including directory boards, tenant suite signs, floor directory signs, monument signs, evacuation and restroom signs, etc.
• Assist the Assistant Property Manager with the preparation and distribution of tenant memos and notifications.
• 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.
• Assist in educating tenants on each project’s recycling program.
• Assist asset management team in resolving miscellaneous Tenant issues.

Vendor Relations:

• Assist asset management team with monthly walk troughs and follow up requests.
• Assist asset management team with collection of bids for projects, and / or maintenance and repairs.
• Maintain vendor contracts, purchase order documents and vendor files as needed, including YDM.
• Other duties as assigned.

Opportunity Requirements

• Must be self-motivator, possess excellent phone etiquette, must 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.
• Good math skills are essential.
• Minimum of 3 years working in a professional office environment.
• Minimum 1 year working in a commercial real estate environment.
• Accounting experience preferred.

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, $60,400 and $71,188, 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.