About Kilroy Realty Corporation
- Kilroy (NYSE: KRC) is a leading U.S. landlord and developer with over 17 million square feet of primarily office and life science space with operations in San Diego, Greater Los Angeles, the San Francisco Bay Area, Greater Seattle, and Austin, Texas.
- Kilroy’s Vision is to be a premier and sustainable commercial real estate operator and developer, sought after by tenants, preferred by investors, and respected by competitors.
- Kilroy’s Mission is to create and operate exceptional real estate assets where people live, work, and engage with their communities.
- At Kilroy, our people are our greatest resource. We strive to maintain a culture of continuous growth, recognizing and rewarding performance in all facets of the company. Integrity matters, which means how we operate is just as important as what we deliver. We aim to operate as a cohesive team and believe that diversity of thought and perspective results in better outcomes.
About the Opportunity
This position primarily entails a full range of administrative and operational support for the Asset Management team responsible for managing the Kilroy Oyster Point (KOP) Campus. This position reports to the KOP Senior Property Manager.
Opportunity Requirements
- Must be self-motivated, possess excellent phone etiquette, must convey a highly professional manner, and must be highly organized.
- 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.
- 1-2 years working in a professional office environment highly preferred.
- Commercial property management experience is preferred.
Summary of Responsibilities
An essential function of this position is regular and predictable attendance. The core responsibilities of this position include, but are not limited to the following:
General Administration:
- Support the Asset Management team by coordinating activities related to leasing, marketing, design, and investor relations for the Sub-Regional Kilroy Oyster Point (KOP) office.
- Direct and facilitate all campus foot traffic, ensuring visitors are routed appropriately to development, construction, engineering, design, marketing, or Asset Management contacts.
- Serve as the first point of contact for all visitors, including those related to development, construction, Asset Management, engineering, security, and service providers.
- Record meeting minutes for staff meetings and maintain status reports tracking property activities and outstanding items.
- Lead and manage daily office operations, including mail collection and distribution, ordering and stocking supplies, overseeing office equipment, and coordinating office cleaning services.
- Maintain the building management office, including conference rooms and hoteling desks, by managing Outlook calendars, performing regular A/V, phone, computer, snack, water, and supply checks, and submitting IT tickets as needed.
- Ensure organization and upkeep of the office reception area, storage rooms, copy rooms, and kitchen to maintain a clean, clutter-free environment.
Accounting:
- Upload invoices into Yardi for payment routing as needed; review and process invoices daily in Yardi PayScan, ensuring assignment to the appropriate property entity.
- Collaborate with the Assistant Property Manager to code invoices accurately to the correct GL accounts and ensure alignment with approved budgets.
- Follow up on outstanding invoices or billing discrepancies, resolving issues promptly and escalating to management when necessary.
- Maintain, track, and process utility invoices for electricity, gas, water, phone services, HVAC, sustainability initiatives, and building management systems (BMS) as directed by the Asset Management team.
- Monitor and follow up on outstanding receivables, escalating unresolved items to managers as appropriate.
- Assist the Asset Management team with year-end CAM reconciliation entries and distribution of annual CAM estimate and reconciliation letters to tenants.
- Assist the Asset Management team with annual budgets, including data entry into Yardi.
- Distribute the monthly Asset Management Calendar to teams, including sending corresponding calendar invite reminders.
- Draft vendor Purchase Orders for Asset Management team review; prepare and route approved Purchase Orders through Yardi to accurately track expenditures.
Property Operations:
- Maintain hard copy and electronic building and lease files; assist the Asset Management team in collecting and organizing leasing documents.
- Manage and organize SharePoint files for projects, vendors, and tenants, including maintenance of Yardi Document Management (YDM) lists.
- Update all contact lists—including building management, tenants, and vendors (legal, billing, premises, emergency)—monthly across Yardi, SharePoint, and emergency response plans.
- Manage and redistribute Tenant Building Access and Construction Access Request forms; summarize and route contractor and tenant requests for asset manager and engineering team approvals. Send tenant notifications as needed and track acknowledgements and follow-up items.
- Maintain and update property calendars, ensuring the property activity calendar includes recurring services, upcoming work, tours, executive visits, and special events; coordinate across teams to distribute notifications as needed.
- Assist Asset Management and Engineering teams with scheduling recurring vendor services, including issuing tenant notifications and confirming timely completion of work.
- Partner with the Assistant Property Manager and Chief Engineer to distribute tenant-requested Angus reports on a monthly basis.
- Collect, track, log, and file tenant service requests in the Angus system; coordinate with engineering, security, janitorial, and parking teams to schedule and dispatch service work orders as needed.
Tenant Relations:
- Assist the Asset Management team in coordinating tenant events and campus-wide property events.
- Support the preparation and distribution of tenant memos, notifications, and general communications.
- Act as a liaison with engineering, security, parking, and janitorial teams to input and track Angus work orders; monitor the Angus system throughout the day to ensure timely updates and adherence to service standards:
- Acceptance: 15 min
- Response: 2 hours
- Completion: 24 to 48 hours
- Assist with the preparation of move-in packages and coordinate tenant move-ins and move-outs.
- Support the preparation and updating of tenant manuals and emergency procedures.
- Help coordinate the annual fire warden training program in collaboration with the Asset Management team and tenants.
- Assist the Asset Management team in resolving miscellaneous tenant issues, ensuring compliance with escalation protocols and providing timely follow-up.
Vendor Relations:
- Cultivate relationship with our onsite third-party members.
- Maintain updated contacts list for all vendors.
- Save and update all vendor contracts, specifications, and termination letters in SharePoint.
Customer Service:
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 Manager.
- Work with Asset Management team and engineering to execute and maintain standard operating procedures at the for Vendor & Tenant Insurance Tracking, YDM Vendor Contract Matrix, and Permit Compliance Calendar.
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 $63,000 to $76,000and 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.
