Assistant Property Manager

Assistant Property Manager

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 shall be responsible for assisting 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. General responsibilities are noted below. 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

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.
• Proficiency in financial management and accounting skills and experience required.
• Must be self-motivated and possess excellent email and phone etiquette, convey a highly professional manner and must be well organized.
• Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel.
• Excellent interpersonal and communication skills.

Summary of Responsibilities

The 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 :

• Manage visitors and provide telephone coverage for the Asset Management team.
• Maintain SharePoint file organization for projects, vendors, and tenant files. This includes Yardi Document Management (YDM) lists.
• Organize and manage office administration responsibilities including collecting and distributing mail, ordering and stocking office supplies, and management of office equipment.
• Assist asset management team in coordinating all activities including leasing, marketing, design, and investor activities for assigned assets.
• Work with Asset Management and Engineering team on weekly operations meeting, agenda 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.
• Front desk and telephone coverage back up to Property Coordinator. Back up PC as needed for general office.

Accounting :

• Follow and adhere to Corporate Asset Management monthly Calendar and assist with the sharing if deadlines.

Payables

• Review and process invoices in Yardi PayScan daily, assign them to the appropriate GL and ensure the invoices are in line 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 as needed.
• 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.
• Responsible for running 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 revenue accounting team.
• Follow up on all outstanding charges and escalate to Senior Property Manager and/or General Manager after (3) attempts to collect have failed.
• Identify and investigate any discrepancies between tenant ledger (overdue balance or credit) and tenant payment status.
• Tenant utilities, after-hours lighting and HVAC billings; prepare monthly allocations and generate Billing Request Forms.
• Monitor external utility websites for invoice posting and in a timely manner for processing.
• Prepare utility and submeter spreadsheets as needed.
• Generate tenant late fee Billing Requests Forms as needed.
• Assist Senior Property Manager/General Manager with end of the 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, as needed.
• 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 getting bids and additional pricing, evaluating pricing for correctness and budget input into accounting software. Also work with team to evaluate capital building needs.
• Assist with monthly reforecasting and/or update reforecasts.
• Possess an understanding of year-over-year budget variances and percentage increases, and value engineer budget as needed.
• Possess an understanding of budget to actual variances, and make recommendations to bring expenses as close to budget as possible.
• 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 budget.
• Ensure accuracy of vendor pricing throughout the year, checking original proposals or contracts as needed.
• Track budget on a monthly basis to ensure that building work is completed on time and within budget.
• Monitor and track expenses against budget and contract/purchase order amounts.
• Update Forecast accordingly throughout the year in conjunction with SAPM/SPM.
• 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 Risk Management team to ensure certificate compliance.
• Prepare incident report forms and submittal to 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 along with respective vendor and prepare punch lists.
• Act as liaison with engineering team to schedule and track tenant work orders and preventative maintenance through Angus to ensure they are completed in a timely manner.
• 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 goals:
• Acceptance: 30 minutes
• Response: 2 hours
• Completion: 24 to 48 hours
• Assist with collection of bids for projects, and/or maintenance and repairs.
• Assist with drafting, executing, and maintaining vendor service contracts, purchase order documents, and vendor files as needed.
• 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 property assigned.

Tenant Relations:

• With Property Coordinator, plan and implement all tenant and property events and annual fire warden training program.
• 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 project's recycling program.
• Assist in resolving miscellaneous tenant issues.