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Kilroy Realty Corporation · 10 hours ago

Property Coordinator

Menlo Park, CA

Full-time

Onsite

Entry Level

$65K/yr - $81K/yr

2+ years exp

Kilroy Realty Corporation is a company focused on managing properties and providing administrative support. The Property Coordinator will assist the Asset Management team with various administrative functions, accounting tasks, and tenant relations to ensure smooth operations at the Crossing 900 asset.

Commercial Real EstateIndustrialReal Estate Investment

Hiring Manager

Dragana Djukelić

Responsibilities

Assist asset management team in the administrative functions for any activities including leasing, marketing, design, and investor activities for Peninsula office

Collaborate with multiple property teams to coordinate, plan and schedule budgeted and unbudgeted work at the buildings including creation of PO’s, sending tenant memos of vendor work, calendaring visits on property calendar

Assist Property Teams with record retention and SharePoint file organization for property operations, CAM accounting, vendors contracts, purchase orders and tenant lease/correspondence files. This includes YDM list

Work closely with APM’s to pull theopen purchase orders and work orders reports prior to each staff meeting to report on status of each

Ensure all contact lists, including Building management, tenants, vendors (legal, billing, premises, emergency) are updated in Yardi, SharePoint and emergency response plans, property websites /tenant memo distribution lists

Ensure appropriate signage is in place related to various building work, closures, etc., utilizing KRC’s branded templates on the HUB/SharePoint

Support and back up Assistant Property Managers in office as needed for all work associated at supported Buildings

Collaborate & support property team on invoice uploading/processing into Yardi. Follow up on any outstanding invoices or incorrect billings to resolve discrepancies in a timely manner

Assist with outstanding invoices and escalate to managers as appropriate

Assist asset management team with end of year CAM reconciliation sundry entries and distribution of annual tenant CAM estimate/reconciliation letters

Assist asset management team with annual Budget Estimate letters creation and sending to tenants via FedEx

Support Assistant Property Managers to ensure all AP templates in Yardi are accurate and update with any changes as needed

Maintain electronic tenant lease files and assist asset management team in the collection and organization of leasing documents and correspondence per record retention policies

Facilitate and direct all foot traffic to appropriate department lead, including development, construction, contractors, engineering, design, marketing, and asset management

Draft vendor Purchase Orders as needed for property management team review

Manage and update property activity calendars at the direction of APM’s to include recurring services upcoming work, tours, executive visits and special events. Coordinate with various teams to ensure proper notification is distributed when required

Assist asset management team in coordinating all tenant and campus property events

Assist asset management team in coordinating the annual fire warden training program with the tenants

Assist with the preparation and distribution of tenant memos and notifications as needed

Assist in the preparation of move-in packages and assist in coordination of tenant move-ins/outs

Assist in preparing and updating tenant manuals and emergency procedures

Act as liaison with engineering, security, parking, janitorial to input and track Angus work orders daily

Facilitate the Tenant Visitor Management System, to ensure ease of transition with all tenant guests and building security. Provide Tenants with Visitor Management report, if required

Collect, track and file tenant and vendor certificates of insurance

Assist asset management team in preparing incident report forms for submittal to Risk Management

Work with asset management team and engineering to execute and maintain standard operating procedures for Vendor & Tenant Insurance Tracking, YDM Vendor Contract Matrix, and Permit Compliance Calendar

Collect, track, log and file tenant service requests in Angus. Work with engineering, security, janitorial, and parking, where applicable, to schedule work orders through Angus online system. Dispatch support team as necessary

Work with General Manager, Property Managers, Assistant Property Managers and Chief Engineers to distribute tenant requested Angus reports monthly

Monitor Angus work order system throughout the day to ensure tenant work orders are responded to and updated accordingly with relevant notes and within required response and completion goal times

Qualification

Commercial property managementAccounting experienceOffice proceduresYardi softwareTeam coordinationMath skillsTyping skills 60+Microsoft WordMicrosoft ExcelCommunicationAttention to detail