PRISM Commercial Administrator

At PRISM Real Estate Services, we put People first, show Respect to earn it, operate with Integrity, and prioritize Service to others in order to live a Meaningful life, develop a Reputation for Excellence in all things, and to Strengthen each other for tomorrow. These are our values and the “why” that drives us as a premier property management company in order to provide active first-class management to both our residential and commercial portfolios across Kansas City and the Midwest.

Our values compel us to cultivate a RELATIONAL work community full of MOTIVATING people that celebrate wins big and small. Our ever-changing world requires that we remain ADAPTABLE to meet needs and FORWARD-LOOKING to anticipate and overcome challenges. What doesn’t change is the need for our team of AUTHENTIC, ACCOUNTABLE, and ACCESSIBLE professionals who say what they mean, do what they say, and love what they do. We take the INITIATIVE to make a difference and strive to be INVENTIVE, never settling for what worked yesterday. It is through this culture that we are constantly building a more REWARDING place to work and a COLLABORATIVE team to achieve our mission.

This position will be part of the Commercial Development team, the fastest growing division within Prism Real Estate Services. In the last 12 months, the commercial team has increased their portfolio from 1.5 to 2 million square feet (33%), and the Commercial Administrator will have the opportunity to grow within this department. If you have an interest in furthering your education, we are interested in supporting participation and certification through BOMA as well as advancement into commercial property management.

At PRISM, a Commercial Administrator thrives on fostering the values and culture described above throughout the office. This organized problem-solver can turn chaos into cleanliness, madness into method, and disorder into order. Administration isn’t for everyone. If you can’t stand organizing a spreadsheet, you need not apply because it will make you miserable. If, however, you feel the fire of excitement at the thought of inputting formulas and coming up with a system to establish a structure to the office, this could be the start of an amazing career.

Prism is looking for a Commercial Administrator like YOU if you are…

• Dependable – The team learns fast that you can be trusted and that they can rely on your constant presence, consistent desire to improve, and genuine care for the success of the office. Though not afraid to ask for help when needed and grateful for the Prism family that has your back, you are self-motivated and don’t have to be convinced to be present and do your best. You take pride in the quality of your work and the assistance you provide to those around you.
• Detail Oriented and Organized – Some people may look at you funny because you have filed receipts for the first school supplies you purchased with your own money in third grade, but we will look at you with a proud smile because that is evidence that you will be great at this job! There is a place for everything, and you like everything to be in its place which translates to organized files, invoices, and emails. You are not concerned at the prospect of looking after tenant files or tracking work order charges because your favorite store is Staples and consequently nothing slips through the cracks in your world (or filing cabinet).
• A Great Communicator – You know that step one to being a great communicator is being a GREAT LISTENER!!! You listen to understand rather than respond and make sure you understand before making decisions. It is not a burden for you to respond to inquiries about site inspections, delinquent accounts, or sort out other various confusion. Not only are you reachable and keep people in the loop but convey messages and information with clarity and respect regardless of the situation.
• A Master of Excel – Imputing formulas and organizing data is fun for you and not the stuff of nightmares. You flow seamlessly from cell to cell, fully understanding the information you are mining and regurgitating it in a way that would make sense to any kindergartener or supervisor! You know exactly where to find any random piece of information that might come up and can get the answer before they've even finished asking the question. You’re like a superhero and your superpower is DATA!
• A Customer Focused Problem Solver – Whether it is a new tenant with a confusing work order or a long-term customer with a delinquent account, you love the chance to find and create solutions that make a difference. Problems aren’t the problem to you; they are opportunities for things to get better so they don’t need to be avoided. Creativity and emotional intelligence benefit you greatly in this area because not only does being a problem solver make your life easier, it also keeps you looking like a genius.
• A Lifetime Learner – You are confident in what you know, but always willing to learn more. You are patient because people are complex and the more you learn about them, the better you can help solve their problems. Above all, you adapt. You know that being willing to explore different approaches and strategies to administration can help you and Prism thrive. Everything is subject to change, except your heart for people and passion for them to experience their best.

General Responsibilities (Identification of Major Areas of Responsibility, Not All Inclusive)

• Maintain a professional image and attitude in keeping with the objectives of Prism Real Estate Services and tenant welfare.
• Answer the phone pleasantly and professionally.
• Maintain courteous communication with tenants, applicants, and representatives of other companies addressing all concerns in a professional manner.
• Prepare and maintain tenant files and related documentation regarding continuing eligibility and adjustments.
• Collect rents and maintain computer records according to Prism policies and procedures.
• Track charges and coordinate with accounting for associated with work orders, late charges, etc. by entering them in computer and generating notices for residents.
• Follow-up delinquent accounts and pursue collections in accordance with established procedures.
• Prepare all monthly reports, post scheduled billing.
• Generate all tenant statements and process to tenant through Prism policies and procedures.
• Enter move-in and move-out inspections as well as prepare Final Account Statement with accounting.
• Assist in scheduling vacant units for refurbishing and occupancy.
• Assist in the maintenance work order system and in following purchasing procedures.
• Prepare late notices as well as any additional tenant notices as required.
• Assist with quarterly site inspections.
• Prepare all notices regarding compliance to rules and regulations when a violation occurs.
• Properly code invoices for correctness and accuracy.

Physical Requirements

• Must be able to lift 25 pounds, bend, stand, and sit for long periods of time as well as climb up and down a full flight of stairs in excess of 6 times a day.
• Must be able to see, hear, speak, listen, and perform duties as instructed.

Education

• Must have a High School Diploma or equivalent.
• Associate’s degree in management, business administration, social science area or closely related fields is preferred but not required.

Experience

• Previous experience in property management is preferred but not required.

Skills

• Knowledge of Prism policies and procedures, particularly as they pertain to property management.
• Knowledge of laws and standards that apply to property management, such as Fair Housing Laws, Landlord-Tenant Law, OSHA Standards, local and state building codes.
• Basic knowledge of building maintenance, fire prevention, and liability reduction principles.
• Knowledge of basic office practices, procedures, and equipment.
• Knowledge of the operation of the Prism computer system and software.
• Knowledge of mathematics sufficient to perform calculations required for summarizing rent collections, making deposits, and for rent adjustments.
• Ability to maintain required records such as tenant files, vacancy reports, etc.
• Ability to procure goods and services in accordance with Prism procedures and in keeping with the assigned Operating Budget for the property.
• Ability to read and interpret policies and guidelines in order to make sound decisions.
• Ability to communicate in a professional manner verbally and in writing.
• Ability to establish and maintain effective working relationships with peers, superiors, residents, community service agencies, and the public.
• Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.

Qualifications

• Valid driver's license and up-to-date vehicle insurance.
• Use of personal automobile for local job-related travel and pick-up.
• Neat, clean, and professional appearance.
• Meet Prism’s Criminal Background Check requirements prior to employment.
• Completion of EasyLMS Training Program upon employment.

Because of our values, by way of our culture, Prism Real Estate Services strives to achieve our mission to improve the lives of people in our communities, one property at a time. This includes our talent community spread between our corporate office and various properties. It is the dedication of our people to our teams and tenants that ultimately drives our success. This PRISM NATION of talent always has room for one more independently motivated, passionate, and fun individual looking for a work family in which they can thrive. If you see yourself in this description, we hope you will consider joining our team.

In addition to a great work experience, we provide our team:

• Partially Funded Health Insurance
• Starting 2- Weeks Paid Time Off (PTO) That Increases Over Time
• An Extra “Bonus Day” Off Each Quarter
• 6 Paid Holidays Yearly (with Additional Hours the Day Before or After)
• Company Funded Life Insurance
• Company Funded Long-Term Disability Insurance
• 401(k) with Safe Harbor Matching
• Rent Discount at Prism Properties
• Complimentary Employee Assistance Program (EAP)
• Employee Discount Program for Various Travel and Recreational Activities
• Opportunities to Volunteer in the Community as a Company
• The chance to hang out with a lot of really fun people who enjoy working together.

Prism Real Estate Services, LLC is an Equal Opportunity Employer (EOE) and participates in E-Verify. Principals Only.