Administrative Coordinator

TELACU Residential Management Inc. · Los Angeles, CA (On Site) ·
Type: Fulltime
Compensation: $20 - $22 / Hour
Experience Level: Entry Level

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.

We are looking to hire an Administrative Coordinator who will be responsible for supporting the maintenance Department with basic clerical 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:

  • Processes all invoices related to maintenance issues and verifies that work was completed. Includes inputting purchase orders for each invoice and submitting them to the Regional Maintenance Supervisor for approval and then creating invoices and forwarding them to accounting.
  • Oversees PSR process, including getting approvals from Regional Maintenance Supervisors.
  • Processes all supply orders for the department.
  • Assist RMS with submitting CMEs for approval: obtain all documents from vendors.
  • Responsible for ordering maintenance uniforms and shoes.
  • Attends staff, departmental, and required meetings.
  • Cover reception area when needed: answers incoming calls and assist clients with inquiries in person.
  • Assist accounting with inquiries on invoices, R&R documents and refund/credit memos.
  • Portal access for upcoming HACLA/HACoLA inspections: notify responsible parties when a unit inspection is scheduled.
  • Review monthly statements to ensure all invoices have been submitted by vendor. If missing invoices, contact vendor to obtain invoice.
  • Keep track of all BM expenses reports and ensure they are being submitted on time.
  • Assist RMS and BM with scheduling services with vendors when needed.

Other Qualifications: 

  • Ability to handle multiple entities, multiple deadlines, and multi-tasks
  • Exceptional interpersonal and problem-solving skills
  • Excellent attention to detail, prioritize, diligent, proactive, open-minded, positive, and focus
  • Proven ability to be flexible and adaptive to fast-paced environment and with multiple different personnel
  • Ability to work overtime with supervisor pre-approval and as needed

Knowledge and Skills:

Must have foundational computer skills including: Microsoft Office Suite especially Outlook email and calendaring, Excel (Filter and Sorting, etc.), Word, Adobe Acrobat (Insert pages, etc.), JD Edwards, and the Internet (technology savvy to be able to setup new accounts on-line, print invoices on-line, research on-line).

 Experience and 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.
  • 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.
  • Preferable bilingual and fluent in English/Spanish (written and oral).

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.

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

TPM mandates all Team Members be vaccinated for COVID-19. If you are offered a position with our company, you must be able to provide evidence of vaccination as a condition of employment or be eligible to receive an approved exemption from TELACU as a medical or religious accommodation. If you are not currently vaccinated and do not receive an approved exemption from the vaccine requirement as a medical or religious accommodation, and are offered a position, your start date may be delayed, or your offer may be rescinded, if you cannot provide evidence you are fully vaccinated for COVID-19.

We are an equal opportunity employer without regard to race, religion or religious creed (including religious dress and grooming practices), color, sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, and any related medical conditions), gender, gender identity and expression, sexual orientation, transitioning status, national origin, ancestry, citizenship status, uniform service member status, military and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, mental or physical disability, holding or presenting a driver’s license issued under Cal. Vehicle Code Section 12801.9, or any other category protected by applicable federal, state or local law.

TELACU (the Company) has an internal recruiting department. TELACU may supplement that internal capability from time to time with assistance from temporary staffing agencies, placement services, and professional recruiters (Agency).  Agencies are hereby specifically directed NOT to contact TELACU employees directly in an attempt to present candidates. The Company’s policy is for the internal recruiting team or other authorized personnel to present ALL candidates to hiring managers. Any unsolicited resumes sent to TELACU from a third party, such as an Agency, including unsolicited resumes sent to a Company mailing address, fax machine or email address, directly to Company employees, or to the resume database will be considered Company property. TELACU will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume. TELACU will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees.