Assistant Property Manager

About the Opportunity

Kilroy Realty, L.P. is seeking an Assistant Property Manager to support the Asset/Property Management team at Menlo Corporate Center. Reporting to the Senior Property Manager, this role involves daily property operations, financial management, accounting, tenant relations, vendor coordination, leasing support, and administrative responsibilities.

Key Responsibilities

General Administration

• Manage visitors, phone coverage, mail distribution, office supplies, and equipment.

• Maintain organized tenant, vendor, and project records in SharePoint and Yardi Document Management.

• Coordinate leasing, marketing, design, investor activities, tenant moves, and cross-functional projects.

• Prepare meeting minutes, property status reports, and monthly calendar updates.

• Maintain accurate tenant and vendor contact information.

Accounting and Financial Management

• Review, code, and process invoices in Yardi PayScan, ensuring accurate general ledger coding and budget compliance.

• Prepare purchase orders, track expenditures, resolve billing discrepancies, and coordinate with accounting teams.

• Monitor tenant rent schedules, lease commencement dates, abatements, prorated rents, and outstanding receivables.

• Generate aging reports, follow up on overdue payments, investigate ledger discrepancies, and escalate unresolved collections.

• Manage utility, HVAC, lighting, sundry, and late-fee billings, including monthly allocations and submeter records.

• Assist with CAM reconciliations, annual tenant estimates, accruals, and month-end closing procedures.

• Support annual budgets, monthly forecasts, financial reports, variance analysis, rent rolls, and general ledger reviews.

• Monitor vendor pricing, contracts, purchase orders, and actual expenses against approved budgets.

Insurance and Compliance

• Collect and verify tenant and vendor certificates of insurance and coordinate compliance with Risk Management.

• Prepare incident reports and maintain building procedures and permit compliance calendars.

• Route documents for approval and signature through DocuSign in accordance with company policies.

Property Operations

• Assist with property inspections, punch lists, maintenance coordination, and repair projects.

• Monitor tenant work orders through Visitt and coordinate with engineering and property teams to meet response and completion targets.

• Obtain vendor bids, coordinate repairs, track preventive maintenance, and verify completed work.

• Maintain service contracts, purchase orders, vendor files, and property activity calendars.

• Monitor landscaping, janitorial, security, and other service providers to ensure compliance with contracts and building standards.

• Track work orders, vendor performance, project costs, and completion timelines.

Tenant Relations

• Coordinate tenant events, fire warden training, move-ins, move-outs, and tenant communications.

• Prepare tenant notices, move-in packages, signage, tenant manuals, and emergency response plans.

• Support lease compliance, recycling programs, and resolution of tenant concerns.

• Monitor service requests and keep tenants informed of progress.

Vendor and Leasing Support

• Maintain vendor contracts and coordinate access approvals, inspections, scheduled services, and special events.

• Work with engineering, security, parking, and janitorial teams to ensure timely service delivery.

• Assist with leasing documentation, broker tours, and tours of occupied suites in coordination with tenants.

• Support the Senior Property Manager and Asset Management team with additional property-related duties.

Required Qualifications

• 3-5 years of experience in a professional office environment, including at least 3 years in commercial real estate.

• Strong financial management and accounting knowledge.

• Proficiency in Microsoft Word, Excel, SharePoint, and property management systems.

• Excellent written and verbal communication, email etiquette, spelling, and grammar.

• Typing speed of at least 60 words per minute.

• Strong organizational, interpersonal, multitasking, and problem-solving skills.

• Ability to work independently, maintain accurate records, and manage competing priorities professionally