Office Administrator

Kilroy Realty Corporation is seeking an Office Administrator to support various administrative functions within the organization. The role involves managing office supplies, coordinating events, and providing front desk support while ensuring a high level of service and organization.

Responsibilities

• Understand the organizational chart for the company, including the areas of responsibility for team members in all departments at the Regional Office and office administrator / executive assistant support across the company
• Lead responsibility for collecting and redistributing mail, ordering & stocking of supplies, office equipment, office cleanliness, lunch delivery services and coordination of office
• Take initiative in to understand and anticipate office needs to address challenges before they escalate
• Adhere to Regional Office Administration Services Manual to gain thorough understanding of protocols and procedures; keep manual up to date as changes occur
• Provide back up support to administrative team, including vacation coverage or meeting support
• Host a quarterly admin meeting and provide office updates to create a sense of teamwork, support and forum to share best practices
• Front line presence and receive all incoming visitors for development, construction, asset management, engineering, security, and service providers at the regional office
• Coordinate with Property Mgmt / Security and Regional Team Leads to ensure guests access our suite without any issues and validate parking when needed
• Ensure the lobby / front area / kitchen are kept in a tidy manner
• Answer the phone in a professional manner and ensure that messages are relayed to the correct people
• Utilize Media Response Crisis management protocols and responses when appropriate, escalate matters to Senior Director and VP – Asset & Property Management
• Responsible for accurately recording and/or stamping of all incoming packages and correspondence to maintain a complete audit trail and ensure proper tracking
• Carefully sort through all incoming USPS, inter-office courier bags and packages received from the night prior and distribute accordingly
• Notify appropriate employees of important/urgent mail items via email and deliver as needed
• Scan items received for other offices and email to the correct point of contact
• Set aside mail for regional offices to ship out on a weekly basis
• Log all incoming FedEx, UPS, and other carrier shipments received throughout the day and send email notifications to the appropriate individual for pickup
• Prepare letters and packages for shipment via USPS and FedEx as needed
• Take down mail bins containing all outgoing mail, packages, and inter-office courier bags to the first-floor 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 chart
• Monitor and maintain through the day and week the supply of snacks, drinks, and office supplies in each designated area including front desk, board rooms, bathrooms, kitchens, and printer/copy/fax rooms
• Refer to the inventory checklist for Regional Office and update as needed
• Research new snack/drink options and bring ideas to the Supervisor for approval, as well as track budget and ordering
• Track inventory and place weekly/monthly orders for office supplies/snacks/drinks as needed
• Manage vendor contacts such as Economy Office Supply, Blaisdell’s, Instacart, DoorDash, Forkable, Amazon,and EZCater
• Compile and maintain the Outlook Contacts list in the Regional Office folder including but not limited to: vendors, caterers, supplier of business machines, etc
• Interface with vendors of food and courier services for special requests, changes, and orders as needed. Assist and track supply order requests/deliveries from individual departments at Regional Office in accordance with the Supply Order Procedures
• Keep tidy general office supplies and snacks in Regional Office and kitchens
• Order and maintain First Aid supplies as needed. Audit on a quarterly basis
• Check AED device monthly in each suite and report back to Cardiac Solutions company
• Act as Kilroy Culture Crew liaison and collaborate with different departments to coordinate, plan and schedule fun activities
• Collaborate with subregional Culture Crew Liaisons in South San Francisco and Peninsula offices. Work with Executive Assistant – Asset & Property Management to coordinate social event culture crew event planning to support a productive and engaged workplace culture for the entire region
• Manage food options and bring ideas to the Culture Crew Team and Regional Office as needed. During the planning process, monitor and adhere to approved budgeted amount, food variety, dietary restrictions, quantity of food, coordinate ordering for the event, process the invoice and track against the Culture Crew budget
• Place orders for weekly Tuesday/Thursday lunches the week prior
• Send out a memo to Regional Office employees when lunch arrives at Suite 250
• Create an e-invite for monthly birthday/anniversaries using Canva and distribute via email monthly to all SF Region employees
• Create description labels and day-of menu for any food event that includes all options to show what is available and if it meets any dietary restrictions (vegan, gluten- free, nut-free, etc.)
• Serve as a point of contact for the lunch deliveries and assist upon arrival (bringing a cart down for delivery as needed)
• Set up weekly Tuesday/Thursday lunches in an organized and orderly fashion
• Coordinate and lead monthly birthdays/anniversaries celebration in Suite 250, collaborate with subregional Culture Crew Liaisons in South San Francisco and Peninsula offices
• Process invoices in Yardi weekly and create Purchase Orders as needed
• Ensure any outstanding invoices or incorrect billings and resolving discrepancies in a timely manner
• Ensure invoices are coded to the appropriate GL account, building(s), description and approved in a timely manner for processing
• Process all corresponding Regional Office vendor invoices via Yardi
• Track and maintain on a weekly/monthly basis an Excel spreadsheet and in SharePoint tracker, of expense related but not limited to the following: Office Supplies, Bathroom Supplies, Snack/Kitchen Supplies, Weekly Lunches, Monthly Birthday/Anniversary Events, Regional Events, Process expense reports via Concur and Yardi for monthly charges related to office on BMO Corporate Card and Regional Leads credit card
• Follow up on tasks in accordance with timelines provided by supervisor which may involve checking in with other team member’s or departments

Skills

• 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
• Self-motivated, proactive, quick-thinking, 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 minimal oversight
• Ability to use discretion when working with materials and information of a sensitive or non-public nature. Effectively communicate matters of importance to supervisor
• Serve as the primary front line for all incoming telephone, visitor and deliveries communications
• Ability to exercise sound judgment to appropriately triage, facilitate and escalate communications including media inquiries, stakeholder concerns, and potential crisis situations to appropriate personnel
• Requires the ability to walk, stand, and sit for periods of time. Must be able to lift and move objects up to 30 pounds
• Must be physically in the office Monday-Friday 8:30am-5pm with alternating work from home Friday schedule based on business needs
• Bachelor's Degree with a minimum of 1-2 years working experience in an office environment, and/or customer service and/or hospitality environment preferred
• Familiarity with Yardi, Concur, Stripo and Canva is a plus

Benefits

• Annual discretionary bonus
• Comprehensive group health benefits program
• Medical, dental, vision, with FSA, HSA options
• Group Life & Disability
• LTD coverage
• Retirement savings plan with a competitive employer match
• Employee support programs like our parental leave coaching program
• Wellness
• Commuter benefits

Company Overview