Operations Coordinator – F/T October 23, 2025

We are seeking an Operations Coordinator to join our Operations Team. This position will provide administrative and operational support to the agency, reporting to the Operations Manager. The hours are generally 8:30 a.m. to 4:30 p.m., Monday-Friday.

Responsibilities include: 

• Schedule and oversee required agency inspections (fire, fire extinguisher, fire alarm, sprinkler, backflow, etc.) – at times, could include having to meet the vendors onsite. Also, make sure the property staff and/or residents are notified of any inspections in advance. 
• Maintain insurance and registration on all agency vehicles (currently 20 vehicles – ensure that both insurance ID cards and registrations are current and on file (manually and electronically). 
• Process payments and check requests for inspection invoices, landlord utility reimbursements, evictions, unit cleanings, pest control, etc. 
• Maintain and store, electronically and hard copy files, for all lease documents (leases, HQS inspection forms, addenda, rent reasonableness, etc.) – to ensure compliance with audits; also ensuring that the Director of Housing First has copies of all of these documents for program files. 
• Establish and build relationships with new landlords/owners/realtors for new units as needed (appropriate for the targeted population – OHR/Home First). 
• Maintain vehicle mileage logs for all agency vehicles, checking for accuracy and missing information. 
• Schedule vehicle maintenance appointments (service, oil change, repairs) and schedule vehicle details as requested. 
• Assist with maintaining and tracking inspections to ensure inspections are scheduled and completed timely manner. 
• Request a certificate of insurance (COI) as needed from the insurance broker. 
• Process new leases/renewals – obtain required signatures, prepare rent reasonableness, HUD docs, etc. 
• Maintain new vehicle leasing documents (manually and electronically) as provided by the Director of Facilities and Maintenance. 
• Open and/or disconnect utility accounts as needed. 
• After semi-annual safety inspections are completed by Housing Specialists, review them (for the purpose of scheduling for repairs) and file them accordingly (both electronically and manually. 
• Assist and oversee semi-annual fire drills at all TLP-owned properties. This will include notifying and reminding Directors of when they are due, making sure they are received from the campuses timely. 
• Assist with and coordinate needed repairs for TLP-owned properties as needed, monitoring the propertymanagement@thelordsplace.org email as maintenance requests are received. 
• Purchase supplies as needed for the Operations Department, which could include special purchases for the maintenance department. 
• Perform administrative work in property management software, Yardi Breeze, including but not limited to collecting and processing rent payments. 
• Perform additional duties as assigned by the Operations Manager according to business needs. 

  Requirements include: 

• Requires a high school diploma or equivalent; a two-year degree is preferred.  
• Experience in office operations is preferred. 
• Requires excellent verbal and written communication skills. 
• Requires excellent computer skills, including a working knowledge of Office 97 or higher. 
• Requires the ability to operate business equipment used daily within the organization. 
• Requires a valid Florida driver’s license with a clean driving record.