Kilroy Realty Corporation
About the Role
This position entails the direct responsibility of the physical operations and administrative property management support for properties listed below. The position will primarily office out of 201 Third Street with visits as needed to 100 Hooper Street. This position reports directly to the Asset Manager. Minimum of 4 years’ experience in management of office, industrial or commercial retail real estate is required. Achieved or be in the process of certification as a Certified Property Manager (CPM) or Real Property Administrator (RPA), a college degree is highly preferred. Must have experience in preparing and analyzing financial reports, monthly variance reports, operating budgets, CAM reconciliations, accruals and be computer literate. Responsibilities
General Administration: Follow and adhere to Corporate Asset Management monthly calendar, delegate and prioritize tasks to ensure deadlines are met. Maintain up to date building records including Facility Emergency Plans, Permit Compliance Calendars, Tenant & Vendor contact lists, Building Website, Security Post Orders, Building Policies and Procedures, Permit Compliance Calendar according to Kilroy policies. Oversee and supervise on-site Kilroy Realty staff and 3rd party service providers including janitorial, security, landscaping, parking and engineering assigned to the projects. Be fully knowledgeable with DocuSign, Lease Routing and Kilroy signature authority policy. Prepare DocuSign envelopes and routing packages for vendor and tenant documents. Maintain and ensure all electronic records including leases, associated lease documents, legal notices, vendor contracts and correspondence are maintained according to corporate record retention policy. Property Operations & Maintenance: Conduct and attend required property inspections of common areas, vacant spaces and back of the house with Engineering, Janitorial, Security and Parking Team, take detailed notes in Angus and work to complete repairs / improvements in a timely manner and budget for items as necessary. Work closely with engineering staff to ensure proper repair and maintenance of building systems, and the proficient completion of building equipment preventative maintenance schedules in and tenant work orders in Angus. Actively manage parking operations. Seek ways to improve parking revenue. Assist in implementation and compliance of tenant lease obligations, including tenant owned equipment and notices. Mentor and train Property Coordinator and/or Assistant Property Manager in coordination of tenant-related events, parties, appreciation gifts, sustainability/recycling program and holiday building décor installation. Participate in Tenant/Building improvements via meeting attendance and coordination of parties involved, represent asset management in retail to ensure that Tenant(s) and the KRC construction team administer the work letter and contracts fully. Push completion dates for timely occupancy and revenue recognition. Establish a customer-centric working relationship with the tenants. Proactively communicate with tenants and cultivate strong tenant relationships. Maintain liaison through site visits, email, and telephone calls and schedule tenant lunches. Meet all new tenants prior to occupancy, manage and coordinate tenant surveys. Monitor team performance in Angus to identify recurring trends and ensure work order response and completion times are within specified goals. Ensure proper commentary for services provided are maintained in work order history. Act as primary point of contact for all building service providers. Manage and oversee vendor performance to ensure compliance and high-quality service. Inspect job site after service has been performed to ensure that work was done to specifications. Lead monthly property walks or meetings with building’s service providers including janitorial, landscaping, elevator, and security. Assist asset management team with collection of bids for projects, recurring services maintenance service and repairs. Maintain PO’s tracker to track scope commencement through to completion and invoice processing. Risk Management & Insurance Compliance
Assist Risk Manager in obtaining timely renewal or submittal of insurance for tenants and vendors. Ensure that the Operations Staff is proficient with emergency procedures including performing simulations, as well as other delegated assignments. Conduct emergency drills and coordinate with tenants’ emergency processes and drills. Responsibilities include communication with Crisis Management Team (CMT), preparing incident reports and maintaining accurate and up to date records. Accounting – Payables
Review all invoices coded by Property Coordinator and/or Assistant Property Manager and 3rd party accounting to ensure the appropriate account, building(s), and description are used for GL details. Ensure any outstanding invoices or incorrect billings and resolving discrepancies in a timely manner. Work closely with Property Coordinator and/or Assistant Property Manager to ensure external utility websites are monitored for invoice posting and in a timely manner for processing. Review utility and submeter spreadsheets updated by Property Coordinator and/or Assistant Property Manager for accuracy. Accounting - Receivables
Responsible for running current aging reports per Asset Management Calendar. Work with Property Coordinator and/or Assistant Property Manager and contact tenants via phone and email for outstanding receivables. Provide Director and Senior Property Manager with status updates. Review and track Tenant billbacks including submeter utilities, after-hours lighting and HVAC billings, late fees (when applicable). Ensure billings are processed accordingly. Coordinate with Director and Senior Property Manager, Revenue Accounting, Construction and FP&A on tenant move-ins to submit the appropriate revenue recognition support and dates. Reporting & Budgets
Responsible for timely completion of annual budget preparation (including, but not limited to, collection of data from vendors, input of information into Yardi and preparation of Budget Trend Analysis Reports) and monthly re-forecasting as required. Responsible for monthly/quarterly operations reports, including, but not limited to: Stacking Plan, Letter of Credits, Sublease Summary, Tenant Physical Occupancy, Options & Encumbrances, Terminated/Holdover/Future Tenants Listing & Pending Workflows, Commercial Billing & Tenancy and other reports as required. Review and approve monthly accruals prepared by Third Party Accounting for accuracy. Monitor and track expenses against budget and contract
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This position entails the direct responsibility of the physical operations and administrative property management support for properties listed below. The position will primarily office out of 201 Third Street with visits as needed to 100 Hooper Street. This position reports directly to the Asset Manager. Minimum of 4 years’ experience in management of office, industrial or commercial retail real estate is required. Achieved or be in the process of certification as a Certified Property Manager (CPM) or Real Property Administrator (RPA), a college degree is highly preferred. Must have experience in preparing and analyzing financial reports, monthly variance reports, operating budgets, CAM reconciliations, accruals and be computer literate. Responsibilities
General Administration: Follow and adhere to Corporate Asset Management monthly calendar, delegate and prioritize tasks to ensure deadlines are met. Maintain up to date building records including Facility Emergency Plans, Permit Compliance Calendars, Tenant & Vendor contact lists, Building Website, Security Post Orders, Building Policies and Procedures, Permit Compliance Calendar according to Kilroy policies. Oversee and supervise on-site Kilroy Realty staff and 3rd party service providers including janitorial, security, landscaping, parking and engineering assigned to the projects. Be fully knowledgeable with DocuSign, Lease Routing and Kilroy signature authority policy. Prepare DocuSign envelopes and routing packages for vendor and tenant documents. Maintain and ensure all electronic records including leases, associated lease documents, legal notices, vendor contracts and correspondence are maintained according to corporate record retention policy. Property Operations & Maintenance: Conduct and attend required property inspections of common areas, vacant spaces and back of the house with Engineering, Janitorial, Security and Parking Team, take detailed notes in Angus and work to complete repairs / improvements in a timely manner and budget for items as necessary. Work closely with engineering staff to ensure proper repair and maintenance of building systems, and the proficient completion of building equipment preventative maintenance schedules in and tenant work orders in Angus. Actively manage parking operations. Seek ways to improve parking revenue. Assist in implementation and compliance of tenant lease obligations, including tenant owned equipment and notices. Mentor and train Property Coordinator and/or Assistant Property Manager in coordination of tenant-related events, parties, appreciation gifts, sustainability/recycling program and holiday building décor installation. Participate in Tenant/Building improvements via meeting attendance and coordination of parties involved, represent asset management in retail to ensure that Tenant(s) and the KRC construction team administer the work letter and contracts fully. Push completion dates for timely occupancy and revenue recognition. Establish a customer-centric working relationship with the tenants. Proactively communicate with tenants and cultivate strong tenant relationships. Maintain liaison through site visits, email, and telephone calls and schedule tenant lunches. Meet all new tenants prior to occupancy, manage and coordinate tenant surveys. Monitor team performance in Angus to identify recurring trends and ensure work order response and completion times are within specified goals. Ensure proper commentary for services provided are maintained in work order history. Act as primary point of contact for all building service providers. Manage and oversee vendor performance to ensure compliance and high-quality service. Inspect job site after service has been performed to ensure that work was done to specifications. Lead monthly property walks or meetings with building’s service providers including janitorial, landscaping, elevator, and security. Assist asset management team with collection of bids for projects, recurring services maintenance service and repairs. Maintain PO’s tracker to track scope commencement through to completion and invoice processing. Risk Management & Insurance Compliance
Assist Risk Manager in obtaining timely renewal or submittal of insurance for tenants and vendors. Ensure that the Operations Staff is proficient with emergency procedures including performing simulations, as well as other delegated assignments. Conduct emergency drills and coordinate with tenants’ emergency processes and drills. Responsibilities include communication with Crisis Management Team (CMT), preparing incident reports and maintaining accurate and up to date records. Accounting – Payables
Review all invoices coded by Property Coordinator and/or Assistant Property Manager and 3rd party accounting to ensure the appropriate account, building(s), and description are used for GL details. Ensure any outstanding invoices or incorrect billings and resolving discrepancies in a timely manner. Work closely with Property Coordinator and/or Assistant Property Manager to ensure external utility websites are monitored for invoice posting and in a timely manner for processing. Review utility and submeter spreadsheets updated by Property Coordinator and/or Assistant Property Manager for accuracy. Accounting - Receivables
Responsible for running current aging reports per Asset Management Calendar. Work with Property Coordinator and/or Assistant Property Manager and contact tenants via phone and email for outstanding receivables. Provide Director and Senior Property Manager with status updates. Review and track Tenant billbacks including submeter utilities, after-hours lighting and HVAC billings, late fees (when applicable). Ensure billings are processed accordingly. Coordinate with Director and Senior Property Manager, Revenue Accounting, Construction and FP&A on tenant move-ins to submit the appropriate revenue recognition support and dates. Reporting & Budgets
Responsible for timely completion of annual budget preparation (including, but not limited to, collection of data from vendors, input of information into Yardi and preparation of Budget Trend Analysis Reports) and monthly re-forecasting as required. Responsible for monthly/quarterly operations reports, including, but not limited to: Stacking Plan, Letter of Credits, Sublease Summary, Tenant Physical Occupancy, Options & Encumbrances, Terminated/Holdover/Future Tenants Listing & Pending Workflows, Commercial Billing & Tenancy and other reports as required. Review and approve monthly accruals prepared by Third Party Accounting for accuracy. Monitor and track expenses against budget and contract
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