Assistant Property Manager

About the Role

This position will be employed by Kilroy Realty, L.P. and will join the Asset/Property Management team located at Kilroy Oyster Point in South San Francisco, CA. The Assistant Property Manager will assist the Asset Management team on a day-to-day basis with all aspects of property management for Kilroy Oyster Point, Oyster Point Tech, and Oyster Point Business Park campuses. This position reports to the Senior Property Manager.

Portfolio Assignment: Oyster Point Kilroy Oyster Point, Phases 1 and 2; Oyster Point Tech; Oyster Point Business Park; Oyster Cove Marina.

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.
• Proficiency in financial management and accounting skills and experience required.
• Self-motivated with excellent email and phone etiquette, conveying a highly professional manner.
• Well-organized with a solid understanding of office procedures.
• Typing skills of 60+ WPM, excellent spelling and grammar.
• Highly computer literate with Word and Excel.
• Excellent interpersonal and communication skills.

Responsibilities

• General Administration
  • Manage visitors and provide telephone coverage for the Asset Management team.
  • Maintain SharePoint file organization for projects, vendors, and tenant files, including Yardi Document Management (YDM) lists.
  • Organize and manage office administration responsibilities, including collecting and distributing mail, ordering and stocking office supplies, and managing office equipment.
  • Assist the asset management team in coordinating activities including leasing, marketing, design, and investor activities for assigned assets.
  • Work with Asset Management and Engineering teams on weekly operations meetings, agendas, and open items.
  • Record meeting minutes and maintain status reports on properties and outstanding items.
  • Ensure all tenant and vendor contacts (legal, billing, premises, emergency) are updated and maintained.
  • Follow and adhere to Corporate Asset Management monthly Calendar.
  • Coordinate tenant activity and moves with multiple departments including development, construction, and engineering.
  • Provide front desk and telephone coverage backup to Property Coordinator.
• Accounting
  • Payables
    • Review and process invoices in Yardi PayScan daily, assign them to the appropriate GL, and ensure invoices align with the budget.
    • Upload invoices into Yardi for payment routing as needed.
    • Collaborate and support Property Coordinator and accounting team with invoice processing.
    • Follow up on outstanding invoices or incorrect billings and resolve discrepancies in a timely manner.
    • Prepare and route purchase orders in Yardi to track all expenditures.
  • Receivables
    • Possess a comprehensive understanding of tenant rent schedules, lease commencement dates, rent abatements, and prorated rents per tenant leases.
    • Run current aging reports according to the Asset Management Calendar each month.
    • Contact tenants via phone and email for outstanding receivables.
    • Submit monthly aging reports to the revenue accounting team.
    • Follow up on all outstanding charges and escalate to Senior Property Manager and/or General Manager after three attempts to collect have failed.
    • Identify and investigate discrepancies between tenant ledger and tenant payment status.
    • Prepare monthly allocations for tenant utilities, after-hours lighting, and HVAC billings; generate Billing Request Forms.
    • Monitor external utility websites for invoice posting and ensure timely processing.
    • Prepare utility and submeter spreadsheets as needed.
    • Generate tenant late fee Billing Request Forms as needed.
    • Assist Senior Property Manager/General Manager with end-of-year CAM Reconciliation letters and annual tenant CAM Estimate letters.
  • Reporting
    • Provide Operating Accountant with monthly accrual data.
    • Assist with compilation of information/data for annual budget preparation.
    • Review Lease Abstracts from Accounting for Senior Property Manager and General Manager approval.
    • Prepare and submit Lease Change Notices as needed.
    • Monthly review and update of Stacking Plans, Rent Rolls, Commercial Billing, and Tenancy Schedules.
    • Assist with month-end closing procedures, preparation of variance and financial reports, monthly reforecast, accruals, and general ledger review.
  • Budgets
    • Assist with annual budget preparation, including obtaining bids, evaluating pricing, and inputting data into accounting software.
    • Work with the team to evaluate capital building needs.
    • Assist with monthly reforecasting and/or update reforecasts.
    • Understand year-over-year budget variances and percentage increases, and value engineer the budget as needed.
    • Understand budget-to-actual variances and make recommendations to align expenses with the budget.
    • Review vendor schedules of work and revise as needed for budgeting or reforecasting purposes.
    • Request pricing from contracted vendors.
    • Work with Chief Engineer and SPM/GM to identify and obtain pricing for non-contracted and R&M items to include in the budget.
    • Ensure accuracy of vendor pricing throughout the year by checking original proposals or contracts.
    • Track budget monthly to ensure building work is completed on time and within budget.
    • Monitor and track expenses against budget and contract/purchase order amounts; update Forecast accordingly.
    • Prepare Authorizations for Expenditure (AFE) for non-budgeted work as needed and route to SPM/GM for review and approval.
• Insurance Compliance
  • Collect, validate, and file tenant and vendor certificates of insurance (COI).
  • Work with the Risk Management team to ensure certificate compliance.
  • Prepare incident report forms and submit them to the Risk Manager.
  • Lead setup of Risk Connect software for COI tracking.
• Property Management
  • Assist the Property Management team and Chief Engineer to maintain building standard operating procedures.
  • Create and maintain Permit Compliance Calendar.
  • Assist SPM/GM with monthly property walks and preparation of punch lists.
  • Follow up with vendors to confirm timely completion of punch list items.
  • Participate in monthly and quarterly property inspections.
  • Conduct regular landscape walks with respective vendors and prepare punch lists.
  • Act as liaison with the engineering team to schedule and track tenant work orders and preventative maintenance through Angus.
  • Monitor Angus work order system throughout the day to ensure tenant work orders are responded to and updated within required response and completion goals:
    • Acceptance: 30 minutes
    • Response: 2 hours
    • Completion: 24 to 48 hours
  • Assist with the collection of bids for projects, maintenance, and repairs.
  • Assist with drafting, executing, and maintaining vendor service contracts, purchase order documents, and vendor files.
  • Collaborate with Property Coordinator to ensure all contact lists for vendors, tenants, etc., are maintained and updated regularly.
  • Assist SPM/GM with all aspects of the assigned property.
• Tenant Relations
  • Plan and implement all tenant and property events and the annual fire warden training program with the Property Coordinator.
  • Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, evacuation, and restroom signs.
  • Collaborate with Property Coordinator to prepare and distribute tenant memos and notifications.
  • Prepare move-in packages and assist in coordination of tenant move-ins/outs.
  • Assist SPM/GM in implementation and compliance of tenant lease obligations.
  • Prepare Tenant Manuals and Emergency procedures for SPM, GM, and Chief Engineer review.
  • Educate tenants on the project's recycling program.
  • Assist in resolving miscellaneous tenant issues.
  • Actively monitor Angus platform to track tenant service requests/work orders and provide tenants with updates.
  • Coordinate tenant activity and moves with multiple departments including development, construction, and engineering.
• Vendor Relations
  • Possess a comprehensive understanding of vendor contracts and monitor vendors for compliance.
  • Generate and maintain vendor contracts and vendor files for SPM review.
  • Collaborate with Property Coordinator to manage and update the property activity calendar to include recurring services, upcoming work, tours, executive visits, and special events.
  • Coordinate with various teams to ensure proper distribution of notifications.
  • Receive and track vendor access request forms to route for approval of property management and engineering teams.
  • Manage security, landscape, and janitorial contracts, including attending monthly meetings/walks, tracking vendor performance, and following up with vendors as needed.
  • Provide an annual schedule of maintenance work to the Asset Management team and ensure vendors perform work accordingly.
  • Back-check scheduled maintenance to ensure work is completed per the building's Class-A standards and schedule follow-up with vendors as needed.
  • Collect bids for projects, maintenance, and repairs.
  • Function as liaison with engineering, security, parking, and janitorial to input and track Angus work orders in a timely manner.
  • Work with the engineering team to complete tenant work orders in a timely manner.
  • Update weekly team meeting minutes with work order (and PO) status and/or provide backup.
  • Create Purchase Orders and track from scope commencement through to completion and invoice processing.
  • Inspect job sites after services are performed to ensure work was done to specifications.
• Leasing
  • Assist the Asset Management team in the collection, organization, and routing of leasing or building/property management documents.
  • Collaborate