About the Opportunity  

Primarily entails full range of administrative support for the Asset Management team responsible for managing the Peninsula and Silicon Valley assets. This position reports directly to the Asset Manager.

Peninsula & Silicon Valley Portfolio

Menlo Corporate Center: 4100-4700 Bohannon Dr, Menlo Park, CA

Middlefield: 680 & 690 E Middlefield, Mountain View, CA

Terra Bella, 1290 & 1300 Terra Bella Ave, Mountain View

Page Mill / Porter, 3150 Porter Drive and 1701 Page Mill Road, Palo Alto

  Requirements:

• Must be self-motivator, possess excellent communication skills conveying a highly professional manner. Must be highly organized with a strong attention to detail. 
• 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 2 years working in a professional office environment.
• 2 years commercial property management experience highly preferable.
• Accounting experience required.
• Multi Building/ Campus environment experience highly preferable.
• Ability to coordinate with multiple team members.

  Summary of Responsibilities

The core responsibilities of this position include, but are not limited to the following:

General Administration:

• 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 the open 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.
• Eupport and back up Assistant Property Managers in office as needed for all work associated at supported Buildings.

Accounting:

• 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.

 Lease Administration:

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

 Vendor Relations & Reception:

• 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.

Tenant Relations:

• 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.

 Insurance & Permit Compliance: 

• 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.

 Customer Service:

• 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.
• Acceptance: 15 min
• Response: 2 hours
• Completion: 24 to 48 hours
• 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 $65,000  and $80,875, 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.