Property Manager

Prism Places, Inc.; Rancho Cucamonga (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Prism Places, Inc. is seeking a Property Manager to oversee day-to-day operations of a commercial real estate portfolio. You will manage tenant accounts, coordinate vendors, and ensure lease compliance while preparing financial and variance analyses.

The role requires strong communication, budgeting, and AR management skills, with experience in Yardi or similar systems preferred.

Qualifications

• Bachelor’s Degree in Business Administration or related discipline preferred.
• 5+ years as a Property Manager of a major asset (office high rise or large format mall).
• CPM, RPA, or CCRP designation, or active progress toward one (preferred).
• Working knowledge of finance and building operations.
• Ability to read, interpret, and apply commercial lease and contract language.

Responsibilities

• Provide excellent tenant service and respond to tenant requests in a timely manner.
• Develop and maintain positive tenant and owner relationships and prepare monthly operations summaries.
• Review and reconcile CAM charges and ensure timely payments.
• Coordinate vendors and staff; solicit bids and manage awards.
• Assist in preparing annual operating budgets and track performance against budget.
• Review monthly financial statements and prepare variance analyses.

Skills

AR management

Budgeting

Lease interpretation

Vendor management

Financial reporting

Team collaboration

Communication

Education

Bachelor’s Degree in Business Administration or related discipline

Tools

Yardi

Job description

The Property Manager position supports the management of commercial real estate in accordance with the Management Agreements. Working under the direction of the General Manager, the Property Manager handles the day-to-day operations of an assigned property or portfolio of over 200 tenants, including accounting, tenant relations, vendor coordination, and marketing. This role carries significant responsibility for tenant accounts receivable and is expected to independently manage tenant billing, collections, and delinquency resolution for the assigned portfolio, escalating material issues to the General Manager and ownership.

Key Responsibilities

• Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of the issue.
• Develop and maintain positive tenant and owner relationships, and prepare the recurring summary of operations for the General Manager and ownership, including variances to the budget, tenant issues, and capital projects.
• Conduct regular inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.
• Review and reconcile Common Area Maintenance (CAM) recovery charges and ensure they are submitted for payment in a timely and accurate manner.
• Coordinate and oversee vendors and personnel working at the property to maintain a high standard of performance in accordance with the terms of contracts and the expectations of the owners and tenants; solicit bids and recommend awards to the General Manager.
• Review and code invoices for operating expenses and maintenance work orders, and submit them for approval in accordance with company policy.
• Assist in preparing the annual operating budget for the property, and track performance against the approved budget throughout the year.
• Coordinate capital projects such as roof or parking lot replacements under the direction of the General Manager, including obtaining bids and scheduling work with tenants and vendors.
• Review monthly and quarterly financial statements and prepare variance analysis comparing actual income and expenses to budgeted levels.
• Administer tenant move ins, build outs, and move outs, including reviewing and abstracting leases, and conducting final inspections.
• Responsible for lease abstracts to review, understand, apply, and assist with enforcement of the requirements of lease agreements, restrictive covenants and other documents governing the properties, escalating interpretation questions to the General Manager.
• Special projects may be assigned as needed.

Tenant Accounts Receivable and Collections

• Independently manage the day-to-day tenant accounts receivable cycle for the assigned portfolio, including monthly billing, recurring and one-time charges, cash application, and month-end AR close.
• Set up and audit tenant billing in the property management system so that base rent, escalations, percentage rent, CAM, real estate tax and insurance recoveries, and other lease-driven charges are billed accurately and on schedule.
• Run collections day to day: review aged receivables no less than weekly, contact tenants directly regarding past-due balances, assess late fees and interest in accordance with the lease, and document all collection activity.
• Prepare and monitor payment plans and issue default and cure notices in accordance with lease terms; elevate to the General Manager and ownership before legal action is pursued, and support the collection or eviction process as directed.
• Research and resolve tenant billing disputes and reconcile tenant ledgers, including application of security deposits, prepaid rent, credits, and prior-year reconciliation billings.
• Prepare the monthly AR aging and collections report, with commentary on material balances and collection status, and recommend reserves or write-offs for approval.
• Partner with accounting on cash receipts, lockbox and ACH postings, and adjusting entries affecting tenant ledgers, and confirm the AR subledger ties to the general ledger each month.
• Identify recurring billing or collection issues and recommend procedural improvements to reduce delinquency and days outstanding.

Qualifications (Knowledge/Skills/Abilities/Experience)

• Bachelor’s Degree in Business Administration or related discipline preferred
• 5+ years as a Property Manager of a major asset (office high rise or large format mall) or related experience
• CPM, RPA, or CCRP (or equivalent) designation, or active progress toward one (preferred)
• Working knowledge of finance and building operations
• Ability to read, interpret, and apply commercial lease and contract language
• Ability to coordinate vendors and contractors and hold them accountable to contract terms and service standards
• Demonstrated ability to independently manage day-to-day tenant accounts receivable and collections, including direct collection conversations with tenants
• Working knowledge of lease-driven billing and recoveries, including base rent and escalations, percentage rent, CAM, real estate taxes, insurance, late fees, and interest
• Strong reconciliation and analytical skills, with the ability to research tenant ledger discrepancies and clearly explain balances to tenants and ownership
• Strong financial and reporting acumen, with the ability to prepare accurate variance analyses, management summaries, and ownership reporting on time and with minimal oversight
• Collaborative team player who works effectively and proactively across accounting, operations, and ownership to solve problems and meet shared goals
• Yardi experience strongly preferred, including the accounts receivable, billing, cash receipts, forecast manager, and aging report functions

Responsibilities Common to All

• Regular, predictable attendance is an essential function of this job.
• Always maintain a safe work environment and confidentiality.
• Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues for the benefit of the participants and the organization.
• Organize and prioritize multiple activities to meet all external and internal deadlines.
• Maintain professional demeanor that reflects positively on the company while at work and during off duty activities.
• Demonstrate respect and courtesy toward clients, colleagues, business owners, funders, partners, volunteers, supporters, vendors, and anyone we interact with.
• Able to thrive in a work environment emphasizing teamwork, partnership, collaboration, integration, synergy and the best customer service possible.
• Respond in a timely manner in all aspects of communication, email, slack, phone, text, and in-person.