Office Administrator - San Francisco Bay Area, United States - Kilroy Realty

Kilroy Realty

Verified Company

San Francisco Bay Area, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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 world's leading technology, entertainment, life science and business services companies.
A big part of the company's 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 Bloomberg's Gender Equality Index recognizing companies committed to supporting gender equality through policy development, representation, and transparency.
We hope you'll decide to join us

About the Opportunity

This position provides office support to the Company's regional office (100 First, San Francisco, CA) and reports to the Executive Assistant - Asset Management/Development & Land Planning.

Opportunity Requirements

Bachelor's Degree with a minimum of 12 years working experience in an office environment, and/or customer service environment preferred.
Proficient working knowledge of Microsoft Office Suite.
Intermediate skills in Microsoft Excel with practical experience and ability to create expense tracking spreadsheets using formulas to track against budget and build interactive dashboards and other spreadsheets as assigned.
Promote exceptional quality service with confidence, effective communication skills,

- demonstrate emotional intelligence with the proven ability to operate with a high level of integrity and confidentiality while always exemplifying professionalism.

Selfmotivated, proactive, quickthinking, flexible, able to pivot when necessary, able to juggle multiple and diverse responsibilities with a strong emphasis on organization and deadline driven, while also demonstrating attention to detail.
Willingness to learn, be proactive, and mindful of the needs of others.
Strong business writing skills and good grammar, spelling and punctuation; Ability to compose letters or other business communications as needed.
Able to work independently as well as in a team environment.
Able to be resourceful for gathering information and accomplishing tasks while involving a mínimal number of persons.
Ability to use discretion when working with materials and information of a sensitive or non

- public nature. Effectively communicate matters of importance to supervisor.

Requires the ability to walk, stand, and sit for periods of time. Must be able to lift and move objects up to 30 pounds.
Familiarity with Yardi, Concur, Stripo and Canva is a plus.
Experience in Hospitality a plus.
Must be physically in the office Monday-Friday 8:30am5pm with some Fridays WFH.

Summary of Responsibilities
An essential function of this position is regular and predictable attendance.

The core responsibilities of this position include, working as an efficient member of the team to provide and perform a wide variety of duties including but not limited to the following:

General Office Administrator Duties
Familiarize yourself with the Regional Office Administration Services Manual to gain thorough understanding of Regional Services protocols and procedures; keep manual up to date as changes occur. Provide back up support to EA team, including vacation coverage or meeting support.
Host a monthly admin meeting and provide office updates and create a sense of teamwork and support with EA's and other administrative staff.
Front Desk Support:
Be the first point of contact for all guests.
Make sure to coordinate with Property Mgmt / Security to ensure guests access our suite without any issues and validate parking when needed.
Ensure the lobby / front area are kept in a tidy manner.
Answer the phone in a professional manner and ensure that messages are relayed to the correct people.
Distribute 100 First security and maintenance notices.
Process invoices in Yardi weekly and create Purchase Orders as needed.
Daily/Weekly Mail:
Carefully sort through all incoming USPS, interoffice courier bags and packages received from the night prior and distribute accordingly.
Set aside mail for regional offices to ship out on a weekly basis.
Prepare letters and packages for shipment via USPS and FedEx as needed.
Take down mail bins containing all outgoing mail, packages, and interoffice courier bags to the firstfloor security desk/outgoing FedEx mailbox in mail room at day's end for pickup.
Deliver Certified Mail to local USPS office and obtain post mark on Certified Mail Receipt when requested.
Maintain and keep up to date the 100 First mail distribution list and seating cha