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Administrative Coordinator

2 months ago

Los Angeles, United States TELACU Full time $19 - $21
TELACU Residential Management, Inc. (TRM) has developed thousands of apartment homes, creating beautiful residential communities throughout California. These communities are operated by TELACU Residential Management, Inc. (TRM), which provides the highest levels of in-house oversight, security, maintenance, and social service care that our residents deserve. Each community is managed with the philosophy that we are servants in their home rather than them being guests in ours.

Under general supervision, the Administrative Coordinator is responsible for supporting the maintenance Department with multiple tasks, such as processing of documentation and reports related to the maintenance programs for TRM and TPM, purchasing and scheduling services from vendors, data entry, etc. 

Essential Job Duties:
  • Receives maintenance invoices and verifies that work was completed. Includes inputting purchase orders for each invoice and submitting them to the Regional Maintenance Supervisor for approval and forwarding them to accounting.
  • Oversees Purchase and Service Request (PSR) process, including getting approvals from Regional Maintenance Supervisors.
  • Process all supply orders for the department.
  • Assists with creating Capital and Major Expense Forms and obtaining signatures for invoices when necessary. 
  • Trains the new building maintenance personnel in the complementation of expense reports and the PSR submittal process.
  • Processes expense reports for all building maintenance personnel. 
  • Follow up with vendors for missing invoices to close open purchase orders in OneSite.
  • Updates vendor information in OneSite.
  • Responsible for ordering maintenance uniforms and shoes.
Other Duties:
  • Attends staff, departmental, and required meetings.
  • Cover reception area when needed: Answer incoming calls and assist clients with inquiries in person.
  • Assist accounting with inquiries on invoices, R&R documents, and refund/credit memos.
  • Review monthly statements to ensure all invoices have been submitted by the vendor. If invoices are missing, contact the vendor to obtain them.
  • Assist RMS and BM with scheduling services with vendors when needed.

Experience & Education:
  • High school diploma or equivalent combination of education and experience preferred.
  • Must be a team player, people-oriented, and have a high level of initiative and commitment to effecting positive change within affordable housing for the elderly and disabled.  
  • Preferable bilingual and fluent in English/Spanish (written and oral)
  • Must demonstrate the ability to handle multiple tasks/projects, set priorities, and be a problem solver. 
  • Must have great initiative and ability to follow-through on all tasks

Computer & Software Skills:
  • Must have foundational computer skills including: Microsoft Office Suite (Outlook email and calendaring) and the Internet.
  • ADP WorkforceNow user
  • Intermediate Excel user
  • Intermediate OneSite user
  • Onesite/Yardi a plus

Physical Requirements:
  • Constantly (6-8+ hours per day) - Sitting, Using hands to finger, handle or feel (computer operation).
  • Occasionally (Up to 3 hours per day) - Standing, Walking, Stooping/Bending, Reaching with hands and arms, Lifting of up to 20 lbs.

Work Environment & Exposures:

Position may require occasional exposure to fumes or airborne particles, vibration and loud noise levels. Will be exposed to varying weather conditions, soil, pollen, grass and plant materials and fertilizer while working; will be exposed to cleaning solutions of home strength; may be exposed to industrial strength solutions for pest control, paints or solvents. Hazards: Occasionally exposed to biohazards such as blood borne pathogens, sewage, building waste.

COVID-19 Vaccination:Must be fully COVID-19 vaccinated by the first day of work. A copy of the CDC COVID-19 Vaccination Record Card must be submitted to Human Resources.

TELACU Offers a Competitive Benefits Package:
  • Medical health coverage options: Limited HMO, Full HMO and POS
  • Dental coverage options: Dental HMO (DMO) and PPO.
  • Vision PPO insurance option.
  • Flexible Spending Account (FSA) for Medical Expense Reimbursement & Dependent Day Care.
  • 401(k) Retirement Plan with generous employer match.
  • Company Paid Basic Life / AD&D Insurance.
  • Voluntary Supplemental Basic Life / AD&D Insurance.
  • Company Paid Long-term Disability.
  • Company Paid Employee Assistance Program (EAP).
  • Colonial Voluntary Supplemental Insurance Options.
  • Paid Time Off for Vacation, Sick and Holidays.
  • Education Reimbursement.