Job Description
**Job Title: Administrative Coordinator**
**Benefits:**
- Dental Insurance
- Health Insurance
- Vision Insurance
- Paid Time Off
**Position Summary:**
We are seeking a dedicated Administrative Coordinator to join our team! In this role, you will work closely with the CEO and Controller, maintaining open communication to ensure smooth coordination of tasks. We value a positive attitude and a willingness to embrace a variety of assignments as they arise. You will play a crucial role in fostering goodwill and building rapport with our business associates.
As part of your responsibilities, you will be required to drive your personal vehicle for company purposes. Therefore, a valid driver's license, insurance coverage that meets California's minimum requirements, and a successful motor vehicle history check are essential.
**Job Requirements:**
**Business Administration:**
- Complete and submit applications for new business, housing, and health licenses as needed upon acquiring new properties.
- Administer and pay property taxes on a semi-annual and supplemental basis.
- Manage corporate agent services and maintain filings quarterly.
- Oversee state tax payments and license renewals annually.
- Handle LLC-12 filings quarterly.
- Process owner distribution checks and stamp paystubs bi-weekly with payroll.
**Utility Maintenance:**
- Manage all company utility accounts (e.g., Spectrum, LADWP, SoCal Gas, T-Mobile).
- Set up autopay and paperless billing for new properties.
- Ensure utility bills are accurate and process payments as needed.
- Maintain utility services for active properties and manage discontinuation upon property sale.
**Mail Processing:**
- Collect mail from the local PO Box at least twice weekly.
- Open, scan, and organize mail, saving files to the shared drive as appropriate.
- Sort correspondence into bills, notices, and rent checks.
- Scan and save maintenance receipts by month and property.
- Occasionally request and pick up cashier's checks from the bank.
**Company Equipment Inventory:**
- Label and track company inventory.
- Assist Human Resources with equipment issuance to employees.
- Manage the T-Mobile account, including billing and account setups/terminations.
**Lender Holdback Draw Process:**
- Review project ledgers to determine eligibility for loan draws.
- Highlight new expense items for review by the General Manager or Controller.
- Format expenses according to lender instructions and manage document submissions via DocuSign.
**Accounts Payable / Accounts Receivable:**
- Update bank balances and pending bills on the reimbursement spreadsheet weekly.
- Monitor bank balances daily and recommend transfers as necessary.
- Print and input new invoices in AppFolio.
- Assist with manual check writing and inter-property transfers.
- Organize checks for deposits and ensure proper GL coding on all bills.
- Communicate with vendors regarding accounts payable issues and maintain vendor records.
**Hotel Billing:**
- Conduct monthly reconciliations and payments for Online Travel Agent reservations (e.g., Booking.com, Expedia).
- Review and pay Transient Occupancy Taxes monthly for a small hotel property.
**Qualifications:**
- Previous experience in property management, administrative support, or a related field.
- Familiarity with accounts receivable processes and experience supporting executives is a plus.
- Strong multitasking and prioritization skills.
- Excellent verbal and written communication abilities.
- Positive customer service attitude and effective communication with vendors and associates.
- Proficiency in Microsoft Office Suite, especially Excel.
- Availability to work Monday through Friday from 8:00 AM to 4:30 PM at our corporate office.
**Compensation:**
- Competitive pay rate of $25.00 - $30.00 per hour, with full-time employment paid bi-weekly.
- 75% employer-sponsored health insurance available after a 90-day probationary period.
- One week of paid vacation accrual starting after the probationary period.
- Use of a company-issued laptop and internet-enabled cellular phone.
- Access to corporate office facilities.
- All necessary supplies provided by management.
We are an equal opportunity employer and welcome all qualified applicants, including those with criminal histories, in accordance with the Los Angeles Fair Chance Initiative for Hiring.
Employment Type: Full-Time
Salary: $ 25.00 30.00 Per Hour
Job Tags
Hourly pay, Weekly pay, Full time, Local area, Remote job, Monday to Friday,