Assistant Property Manager (Wmc)

About Kilroy Realty

• 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!
• Kilroy (NYSE: KRC) is a leading U.S. landlord and developer with over 14 million square feet in our portfolio which spans five distinct regions including San Diego, Greater Los Angeles, the San Francisco Bay Area, the Pacific Northwest and Austin, Texas.

About the Opportunity

This position will be responsible for assisting the Asset Management team on a day-to-day basis with all aspects of property management for the Westside Media Center portfolio. 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.
• Solid understanding of office procedures; excellent spelling and grammar; and highly computer literate with Word and Excel.
• Experience in accounting software (Yardi) preferred.
• Must be self-motivated and possess excellent phone etiquette, convey a highly professional manner and must be highly organized.
• Accounting experience required and good math skills are essential.

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:

• Maintain project, vendor, and tenant files.
• Coordinate tenant moves.
• Answer tenant services office line and respond accordingly.
• Update and send out nightly security passdown.

Accounting:

• Maintain account receivables contact list.
• Prepare and track tenant utilities, after-hours lighting and HVAC billings; generate sundry billings in Yardi.
• Generate tenant late fees as needed.
• Responsible for running current aging reports on the 5th, 10th, and 15th of each month. Contact tenants via email and phone for outstanding receivables. Provide Property Manager with status updates. Provide comments on monthly AR report as needed.
• Review invoices prepared by CBRE accountants for accuracy. Submit to PM for review.
• Support Property Manager on monthly variance reports.
• Receivables
  • Responsible for running current aging reports on the 5th, 10th, and 15th of each month. Contact tenants via email and phone for outstanding receivables. Provide Property Manager with status updates. Provide comments on monthly AR report as needed.
  • Responsible for reviewing monthly Commercial Billing Reports and providing comments as needed.
  • Maintain account receivables contact list.
  • Prepare and track tenant utilities, after-hours lighting and HVAC billings; generate sundry billings in Yardi.
  • Generate tenant late fees as needed.
  • Assist Property Manager with end of the year CAM reconciliation letters and annual tenant CAM estimate letters.
• Reporting
  • Provide Operating Accountant and Property Manager with monthly accrual data.
  • Assist with compilation of information/data for annual budget preparation, as needed.
  • Support Property Manager on monthly variance reports.
  • Prepare and submit Tenant Accounting Adjustment Forms and Square Footage Adjustment Forms as needed.
  • Assist Property Manager with Lease Abstracts review and approval.
  • Assist Property Manager and Sustainability with Energy Star reporting and tracking.
• Work with property team in annual budget preparation which can include getting bids and additional pricing, evaluating pricing for correctness and budget input into accounting software. Also work with team to evaluate capital building needs.
• Assist Property Manager with Lease Abstracts review and approval.
• Prepare and/or attach backup to invoices as needed (Engineering OT, lease commission calculations, etc.)
• Assist with compilation of information/data for annual budget preparation, as needed.
• Payables
  • Review invoices prepared by CBRE accountants for accuracy. Submit to PM for review.
  • Prepare and/or attach backup to invoices as needed (Engineering OT, lease commission calculations, etc.)
  • Pull and/or upload invoices as needed (utility invoices, expense reimbursement forms, one-off invoices received in the mail, etc.)
• Pull and/or upload invoices as needed (utility invoices, expense reimbursement forms, one-off invoices received in the mail, etc.)
• Assist Property Manager and Sustainability with Energy Star reporting and tracking.
• Budgets
  • Work with property team in annual budget preparation which can include getting bids and additional pricing, evaluating pricing for correctness and budget input into accounting software. Also work with team to evaluate capital building needs.
• Provide Operating Accountant and Property Manager with monthly accrual data.
• Prepare and submit Tenant Accounting Adjustment Forms and Square Footage Adjustment Forms as needed.
• Assist Property Manager with end of the year CAM reconciliation letters and annual tenant CAM estimate letters.
• Responsible for reviewing monthly Commercial Billing Reports and providing comments as needed.

Insurance Compliance:

• Assist Property Manager and/or prepare incident report forms and submit to Risk Manager.
• Review and approve tenant vendor’s insurance as needed.
• Assist Risk Management in obtaining timely renewal or submittal of insurance certificates for tenants and vendors.

Property Management:

• Follow up with vendors to confirm timely completion of punch list items.
• Assist Property Manager with regular property walks and preparation of punch lists.
• Participate in all property inspections and utilize the MRI Angus Inspections module to complete inspections.
• Process tenant requests for keys and access cards.

Tenant Relations:

• Assist in implementation and compliance of tenant lease obligations.
• Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, evacuation and restroom signs, etc.
• Assist Property Manager with coordination of tenant events and gifts.
• Prepare move-in packages and assist in coordination of tenant move-ins/outs.
• Prepare and distribute tenant memos and notifications.
• Prepare tenant manuals and emergency procedures.
• Educate tenants on project’s recycling program.
• Assist Property Manager in resolving miscellaneous tenant issues.
• Assist Asset Management team in coordinating all tenant, property and training events.
• Liaison with engineering and janitorial teams to complete tenant work orders in a timely manner
• Track tenants’ maintenance and repair obligations for tenant-specific equipment.

Vendor Relations:

• Inspect job site after service has been performed to ensure that work was done to specifications.
• Generate and maintain vendor contracts, purchase order documents and vendor files.
• Responsible for assisting the asset management team with monthly walk-throughs and follow-up requests.
• Assist Asset Management team with the collection of bids for projects, and/or maintenance and repairs.
• Monitor outside vendors for compliance of contracts, including coordination with and oversight of security and janitorial staff.

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 $57,000 – $105,000, 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 [email protected]. Please include the position title in the subject line. No phone calls, please.
EEO/AA/M/F/Vet/Disability Employer.