Assistant Property Manager
Kilroy Realty Corporation, San Diego, CA, United States
Overview
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 One Paseo Retail Assets. This position reports to the Property Manager/Senior Property Manager.
Opportunity Requirements
Minimum of 3-5 years working in a professional office environment and a minimum of 3 years working in commercial real estate
Accounting experience required and good math skills
Must be self‑motivated and possess excellent phone etiquette and a highly professional manner
Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word
Summary Of Responsibilities General Administration
First point of contact for tenants, vendors, and visitors; oversee Management Office operations including greeting tenants, telephone coverage, and ordering
Front desk and telephone coverage support
Maintain project, vendor, and tenant files on shared platform
Work with team on weekly operations meetings agenda, open items, and minutes
Manage and update tenant/vendor/staff contact lists including after‑hours emergency contacts
Review and adhere to monthly Asset Management calendar and ensure reporting deadlines are met
Coordinate and assist in service contract workflows
Accounting
Payables:
Review and process incoming invoices and invoices prepared by CBRE accountants for submission to PM/SPM
Receivables:
Run current aging reports monthly; apply and complete late fees and default notices; contact tenants via phone and letter for outstanding receivables; update AR report by due date
Prepare and track tenant utilities, after‑hours lighting, and HVAC billings; generate sundry billings in Yardi
Generate tenant late fees and create default notices
Assist with end‑of‑the‑year CAM reconciliation letters and annual tenant CAM estimate letters
Reporting:
Assist with month‑end closing procedures and reports, preparation of variance and financial reports, monthly reforecast, accruals, and general ledger review
Prepare and provide accounting and Property Manager/Senior Property Manager with monthly accruals
Track and analyze retail sales performance and revenue trends
Prepare and submit Tenant Accounting Adjustment Forms and Square Footage Adjustment Forms
Review Lease Abstracts from Accounting for Property Manager/Senior Property Manager
Provide new lease information for accounting sets and prepare/submit Lease Changes Notices as needed
Update Stacking Plans, Rent Rolls, Commercial Billing & Tenancy schedule
Collect tenant monthly/quarterly payments
Budgets:
Work with property team on annual budget preparation, including obtaining bids, evaluating pricing, and budgeting in accounting software
Monitor and track expenses against budget and contracts/purchase orders
Assist and support Property Manager/Senior Property Manager with special funding requests and projects
Insurance Compliance
Assist Risk Management in obtaining timely renewal or submission of insurance binders for tenants and vendors
Prepare incident report forms and submit to Property Manager/Senior Property Manager and Risk Management department per policy
Property Management
Conduct weekly property walks, report findings, and address them (see Property Inspection Policy)
Follow up with vendors to confirm timely completion of punch list items
Manage daily operation pass‑downs/scheduling
Review security DAR (Daily Activity Reports) and address action items
Ensure urgent matters/incidents are immediately escalated to Property Manager/Senior Property Manager and upper management
Participate in annual property reviews
Process tenant requests for keys and access
Tenant Relations
Assist Asset Management team in coordinating tenant, property, and training activities
Manage, monitor, and track tenant requests through the tenant work order platform; collaborate with janitorial, security, engineering, and third‑party vendors to ensure closures
Engage with retail tenants through on‑site meetings and store walk‑throughs
Coordinate signage program including directory boards, tenant suite signs, floor directory signs, evacuation, and restroom signs
Prepare and distribute tenant memos
Prepare move‑in packages and assist in coordination of tenant move‑ins/outs
Assist in implementation and compliance of tenant lease agreements
Prepare tenant manuals and emergency procedures
Educate tenants on recycling, energy use, and other initiatives
Assist Property Manager/Senior Property Manager in resolving miscellaneous tenant issues
Track tenants’ maintenance and repair obligations for tenant‑specific equipment
Vendor Relations
Assist the asset management team with monthly walk‑throughs and follow‑up
Monitor outside vendors for contract compliance, including security and janitorial services
Liaison with engineering team to complete tenant work orders in a timely manner
Assist with collection of bids for projects and/or maintenance and repair services
Generate and maintain vendor contracts, purchase order documents, and vendor agreements
Inspect job sites after service to ensure work meets standards
Create purchase orders and track them from scope commencement through completion and invoicing
Perform 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 $30.77 and $36.61 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 such as 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.
#J-18808-Ljbffr
Opportunity Requirements
Minimum of 3-5 years working in a professional office environment and a minimum of 3 years working in commercial real estate
Accounting experience required and good math skills
Must be self‑motivated and possess excellent phone etiquette and a highly professional manner
Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word
Summary Of Responsibilities General Administration
First point of contact for tenants, vendors, and visitors; oversee Management Office operations including greeting tenants, telephone coverage, and ordering
Front desk and telephone coverage support
Maintain project, vendor, and tenant files on shared platform
Work with team on weekly operations meetings agenda, open items, and minutes
Manage and update tenant/vendor/staff contact lists including after‑hours emergency contacts
Review and adhere to monthly Asset Management calendar and ensure reporting deadlines are met
Coordinate and assist in service contract workflows
Accounting
Payables:
Review and process incoming invoices and invoices prepared by CBRE accountants for submission to PM/SPM
Receivables:
Run current aging reports monthly; apply and complete late fees and default notices; contact tenants via phone and letter for outstanding receivables; update AR report by due date
Prepare and track tenant utilities, after‑hours lighting, and HVAC billings; generate sundry billings in Yardi
Generate tenant late fees and create default notices
Assist with end‑of‑the‑year CAM reconciliation letters and annual tenant CAM estimate letters
Reporting:
Assist with month‑end closing procedures and reports, preparation of variance and financial reports, monthly reforecast, accruals, and general ledger review
Prepare and provide accounting and Property Manager/Senior Property Manager with monthly accruals
Track and analyze retail sales performance and revenue trends
Prepare and submit Tenant Accounting Adjustment Forms and Square Footage Adjustment Forms
Review Lease Abstracts from Accounting for Property Manager/Senior Property Manager
Provide new lease information for accounting sets and prepare/submit Lease Changes Notices as needed
Update Stacking Plans, Rent Rolls, Commercial Billing & Tenancy schedule
Collect tenant monthly/quarterly payments
Budgets:
Work with property team on annual budget preparation, including obtaining bids, evaluating pricing, and budgeting in accounting software
Monitor and track expenses against budget and contracts/purchase orders
Assist and support Property Manager/Senior Property Manager with special funding requests and projects
Insurance Compliance
Assist Risk Management in obtaining timely renewal or submission of insurance binders for tenants and vendors
Prepare incident report forms and submit to Property Manager/Senior Property Manager and Risk Management department per policy
Property Management
Conduct weekly property walks, report findings, and address them (see Property Inspection Policy)
Follow up with vendors to confirm timely completion of punch list items
Manage daily operation pass‑downs/scheduling
Review security DAR (Daily Activity Reports) and address action items
Ensure urgent matters/incidents are immediately escalated to Property Manager/Senior Property Manager and upper management
Participate in annual property reviews
Process tenant requests for keys and access
Tenant Relations
Assist Asset Management team in coordinating tenant, property, and training activities
Manage, monitor, and track tenant requests through the tenant work order platform; collaborate with janitorial, security, engineering, and third‑party vendors to ensure closures
Engage with retail tenants through on‑site meetings and store walk‑throughs
Coordinate signage program including directory boards, tenant suite signs, floor directory signs, evacuation, and restroom signs
Prepare and distribute tenant memos
Prepare move‑in packages and assist in coordination of tenant move‑ins/outs
Assist in implementation and compliance of tenant lease agreements
Prepare tenant manuals and emergency procedures
Educate tenants on recycling, energy use, and other initiatives
Assist Property Manager/Senior Property Manager in resolving miscellaneous tenant issues
Track tenants’ maintenance and repair obligations for tenant‑specific equipment
Vendor Relations
Assist the asset management team with monthly walk‑throughs and follow‑up
Monitor outside vendors for contract compliance, including security and janitorial services
Liaison with engineering team to complete tenant work orders in a timely manner
Assist with collection of bids for projects and/or maintenance and repair services
Generate and maintain vendor contracts, purchase order documents, and vendor agreements
Inspect job sites after service to ensure work meets standards
Create purchase orders and track them from scope commencement through completion and invoicing
Perform 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 $30.77 and $36.61 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 such as 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.
#J-18808-Ljbffr