Job Description

Position Overview

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 Maple Plaza. 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 a commercial real estate environment.
• Accounting experience required and good math skills are essential.
• Must be self?motivated and possess excellent phone etiquette, convey a highly professional manner and must be highly organized.
• Solid understanding of office procedures; excellent spelling and grammar; and highly computer literate with Word and Excel.
• Experience in accounting software (Yardi) 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
  • Maintain project, vendor, and tenant files.
  • Update and send out nightly security passdown.
  • Answer tenant services office line and respond accordingly.
  • Work with team on weekly operations meeting, agenda, open items, and preparation of meeting minutes.
  
  
  
• Accounting Payables
  • Review invoices prepared by CBRE accountants for accuracy. Submit to (Sr)PM for review.
  • Prepare and/or attach backup to invoices as needed (Engineering OT, lease commission calculations, etc.).
  • Pull and/or upload invoices as needed (utility invoices, expense reimbursement forms, one?off invoices received in the mail, etc.).
  
  
  
• Accounting Receivables
  • Responsible for running current aging reports on the 5th, 10th, and 15th of each month. Contact tenants via email and phone for outstanding receivables. Provide Property Manager/Sr Property Manager with status updates. Provide comments on monthly AR report as needed.
  • Responsible for reviewing monthly Commercial Billing Reports and providing comments as needed.
  • Prepare and track tenant utilities, after?hours lighting and HVAC billings; generate sundry billings in Yardi.
  • Generate tenant late fees as needed.
  • Assist (Sr)Property Manager with end?of?year CAM reconciliation letters and annual tenant CAM estimate letters.
  
  
  
• Reporting
  • Provide Operating Accountant and (Sr)Property Manager with monthly accrual data.
  • Assist with compilation of information/data for annual budget preparation, as needed.
  • Support (Sr)Property Manager on monthly variance reports.
  • Prepare and submit Tenant Accounting Adjustment Forms and Square Footage Adjustment Forms as needed.
  • Assist (Sr)Property Manager with Lease Abstracts review and approval.
  • Assist (Sr)Property Manager and Sustainability with Energy Star reporting and tracking.
  
  
  
• Budgets
  • Work with property team in annual budget preparation which can include getting bids and additional pricing, evaluating pricing for correctness and budget input into accounting software. Also work with team to evaluate capital building needs.
  
  
  
• Insurance Compliance
  • Assist Risk Management in obtaining timely renewal or submittal of insurance certificates for tenants and vendors.
  • Assist (Sr)Property Manager and/or prepare incident report forms and submit to Risk Manager.
  • Review and approve tenant vendors insurance as needed.
  
  
  
• Property Management
  • Assist (Sr)Property Manager with regular property walks and preparation of punch lists.
  • Follow up with vendors to confirm timely completion of punch list items.
  • Participate in all property inspections and utilize the MRI Angus Inspections module to complete inspections.
  • Process tenant requests for keys and access cards.
  • Assist Asset Management team in coordinating all tenant, property and training events.
  • Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, evacuation and restroom signs, etc.
  • Prepare and distribute tenant memos and notifications.
  • Prepare move?in packages and assist in coordination of tenant move?ins/outs.
  • Assist in implementation and compliance of tenant lease obligations.
  • Prepare tenant manuals and emergency procedures.
  • Educate tenants on projects recycling program.
  • Assist (Sr) Property Manager in resolving miscellaneous tenant issues.
  • Track tenants maintenance and repair obligations for tenant?specific equipment.
  • Support HOST/CBRE with coordination of tenant events, programs and gifts.
  • Support, track and oversee building amenities program, process and procedures.
  • Liaison with engineering and janitorial teams to complete tenant work orders in a timely manner.
  • Responsible for assisting the asset management team with monthly walk?throughs and follow?up requests.
  • Monitor outside vendors for compliance of contracts, including coordination with and oversight of security and janitorial staff.
  • Assist Asset Management team with the collection of bids for projects, and/or maintenance and repairs.
  • Generate and maintain vendor contracts, purchase order documents and vendor files.
  • Inspect job site after service has been performed to ensure that work was done to specifications.
  • 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 $64,800 and $77,000, 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 to learn more.

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