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About Kilroy Realty

• Kilroy (NYSE: KRC) is a leading U.S. landlord and developer with over 14 million square feet in our portfolio which spans five distinct regions including San Diego, Greater Los Angeles, the San Francisco Bay Area, the Pacific Northwest and Austin, Texas.
• As pioneers and innovators in the creation of a more sustainable real estate industry, our approach to modern business environments helps drive creativity and productivity for some of the worlds leading technology, entertainment, life science and business services companies.
• A big part of the companys foundation is its commitment to enhancing employee growth, satisfaction and wellness while maintaining a diverse and thriving culture. For the third year in a row, the company has been named to Bloombergs Gender Equality Index recognizing companies committed to supporting gender equality through policy development, representation, and transparency.
• We hope youll decide to join us!

About the Opportunity

This position will be responsible for assisting the Asset Management team on a day-to-day basis with all aspects of administrative support for the Hollywood portfolio, with an emphasis on Sunset Media Center and Columbia Square. This position reports to the Sunset Media Center Property Manager.

Opportunity Requirements

• Must be self-motivator, 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.
• 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 of this position include, but are not limited to the following:

General Administration

• Greet tenants and visitors upon approach and provide front desk and telephone coverage.
• Assist Assistant Property Manager in maintaining project, vendor, and tenant files.
• Prepare weekly operations meeting, agenda, open items, and meeting minutes.
• Maintain all tenant contacts (legal, billing, premises, emergency) are updated.
• Manage building management office conference room and community room bookings, ensure all A/V is functioning.
• Properly organize office reception, storage, copy room, and kitchen areas, ensuring a clutter-free, orderly environment.
• Monitor AED machine battery life and log, and first aid supplies according to budget.

Accounting

Payables

• Review weekly vendor invoices against budget, purchase orders, and monthly AP cutoff deadlines.
• Assist asset management team with follow up on any outstanding invoices or incorrect billings and resolve discrepancies ahead of the next billing cycle.
• Ensure utility invoices are downloaded and input into Yardi, monthly.
• Track engineering supply purchases and provide support for accurate expense accruals.

Receivables

• Create and maintain receivables contact list.
• Prepare and track tenant utilities and after-hours HVAC; generate sundry billings in Yardi.
• Assist asset management team with end of year 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 all monthly accounting reports submitted by the Assistant Property Manager and Property Manager.

Budgets

• Assist asset management team in gathering proposals for annual budgets.
• Assist asset management team with budget entry in Yardi.
• Walk the property with Assistant Property Manager and Property Manager to identify items to be included in the budget.

Insurance Compliance

• Review Certificates of Insurance for vendors and tenant vendors for accuracy.
• Assist asset management team in preparation of incident report forms and submit to Risk Management.

Property Management

• Assist asset management team in scheduling budgeted items such as window/furniture/carpet cleanings and janitorial projects.
• Work with Post Commander to process tenant access card requests and provide lists to tenants for semi-annual reviews.
• Monitor work order system and liaison between tenants and engineering team to ensure timely responses.
• Perform regular property walk, complete checklist, and input work orders as needed.
• Prepare and send Purchase Orders, as requested by the Assistant Property Manager and Property Manager.
• Prepare and mail annual asbestos notification letters to tenants if applicable.

Tenant Relations

• Assist asset management team in coordinating all tenant and property events.
• Coordinate the Fire Life Safety training program with the tenant and maintain online tenant training contacts.
• Coordinate training to educate tenants on each projects recycling program.
• Assist asset management team in coordinating 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.
• Assist in the preparation of move-in packages and assist in coordination of tenant move-ins/outs.
• Assist in preparing Tenant Manuals and Emergency procedures.
• Assist asset management team in resolving miscellaneous tenant issues.

Vendor Relations

• Assist asset management team with monthly walk throughs and follow up requests.
• Assist asset management team with collection of bids for projects, and/or maintenance and repairs.
• Maintain vendor contracts, purchase order documents and vendor files in SharePoint, including YDM distribution of all lease related documents.

Other duties may be assigned accordingly.

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 $57,000 and $80,000, and 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.

Apply for this Position

To apply, email HumanResources@kilroyrealty.com. Please include the position title in the subject line. No phone calls, please.

EEO/AA/M/F/Vet/Disability Employer.