Property Coordinator

About Opportunity This position entails the direct responsibility of the physical operations and administrative property management support for the Asset Manager responsible for The Sunset, a premier mixed‑use (Retail and Office) property in West Hollywood. This position reports to the Property Manager and ensures the property delivers a world‑class shopping experience, maintains impeccable safety and aesthetic standards, and supports tenant success while maximizing asset value. Opportunity Requirements Self‑motivated, highly organized, with excellent phone etiquette and a professional manner. Solid understanding of office procedures; typing speed 60+ wpm, excellent spelling and grammar; highly computer literate with Word and Excel. Good math skills. Minimum of 3 years working in a professional office environment. Minimum 1 year working in a commercial real estate environment. Accounting experience preferred. Summary of Responsibilities An essential function of this position is regular and predictable attendance. The core responsibilities include, but are not limited to, the following: General Administration Greet tenants and visitors and provide front desk and telephone coverage. Maintain project, vendor, and tenant files. Prepare weekly staff meeting minutes. Assist the Property Manager with ensuring all tenant contacts (legal, billing, premises, emergency) are updated. Ensure the office is properly organized and supplied on a daily/weekly basis. Operations Assist the property team in ensuring a luxury shopping experience with immaculate aesthetics, ambiance, and amenities. Assist Property Manager with coordinating operational logistics for retail events, seasonal activations, and holiday programming that drive foot traffic. Assist with storefront presentation standards, signage compliance, and common area upkeep to align with brand image. From time to time, assist Property Manager on operations during evenings, weekends, and holidays to match retail trading hours. Assist with tenant joint promotions, events, and activations that enhance the overall retail destination. Accounting Payables: Process weekly vendor invoices. Assist asset management team with follow‑up on outstanding or incorrect invoices and resolve discrepancies promptly. Ensure utility invoices are downloaded and input into Yardi, when applicable. Receivables: Run current aging reports on the 5th, 10th, and 15th of each month; contact tenants by phone, email, and letter for outstanding receivables and provide status updates. Create and maintain a receivables contact list. Assist with tenant utilities, HVAC, and other misc. billings. Assist with CAM reconciliation letters and annual tenant CAM estimate letters. Reporting: Assist asset management team with compilation of information/data for annual budget preparation, as needed. Assist in electronically filing monthly accounting reports with the Property Manager’s help. Budgets: Assist asset management team with checking vendor pricing and gathering proposals for the budget. Walk the property with Property Manager to identify items to include in the budget. Insurance Compliance Assist asset management team with timely renewal of insurance binders for tenants and vendors. Property Management Monitor work order system and liaise with engineering team for timely responses. Assist asset management team in following up with vendors to confirm timely job completion. Work with Post Commander to process tenant access card requests. Prepare and send purchase orders as requested by the Property Manager. Tenant Relations Coordinate all tenant and property events. Coordinate the Online Fire Life Safety training program with tenants. Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, monument 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 preparing tenant manuals and emergency procedures. Assist in educating tenants on each project’s recycling program. Assist Property Manager in resolving miscellaneous tenant issues. Vendor Relations Assist team with monthly walk‑throughs and follow‑up requests. Assist team with collection of bids for projects, and/or maintenance and repairs. Maintain vendor contracts, purchase order documents, and vendor files as needed, including YDM. 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 $28.85 and $34.375 per hour, and your hourly rate will depend on your skills, experience, and training. 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 includes 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, parental leave coaching, wellness, and commuter benefits. To learn more, visit our website at #J-18808-Ljbffr