Part-Time Temporary Purchasing & Invoice Coordinator

Part-Time Temporary Purchasing & Invoice Coordinator

Carlo, Inc. is a real estate developer and property management firm located in the San Fernando Valley since 1968. We own and manage our properties with a small corporate team of approximately 20 employees.
We are currently seeking a Part-Time Temporary Purchasing & Invoice Coordinator to work directly under the Purchasing Coordinator and support the daily processing of invoices, purchase orders, and inventory management across our portfolio.
This is a hands-on, detail-driven role within a fast-paced corporate office environment. The ideal candidate is analytical, organized, proactive, and takes full ownership of their responsibilities.
Depending on performance and company needs, there may be opportunity for expanded responsibilities.
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Position Overview
This position is directly responsible for processing, screening, researching, and reconciling invoices and purchase orders while coordinating closely with Property Supervisors, Managers, Accounting, and vendors to ensure accuracy and timely payment.
A significant portion of this role involves investigation, follow-up, and cross-department communication to resolve discrepancies and maintain financial accuracy.
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Key Responsibilities
• Reconcile and review all incoming invoices to ensure accuracy and timely payment
• Verify pricing, quantities, and services billed
• Ensure invoices match corresponding purchase orders and packing slips
• Research and resolve discrepancies including:
o Missing or incorrect purchase orders
o Duplicate invoices
o Unapproved charges
o Services billed but not confirmed
• Coordinate with Property Managers and Supervisors to confirm materials were received and services were completed
• Assign and confirm correct General Ledger (GL) codes
• Make necessary edits to purchase orders upon invoice receipt
• Submit invoices for supervisor approval and coordinate with accounting on payment status
• Communicate with vendors regarding payment updates and outstanding questions
• Review and reconcile vendor statements
• Follow up on pending credits, product returns, and missing documentation
• Log, copy, and file capital improvement invoices
• Maintain and manage the company inventory Excel spreadsheet
• Create purchase orders for stock removed from storage and ensure proper property allocation
• Ensure completion of daily, weekly, and monthly reports accurately and on time
• Take initiative to research unresolved issues and propose solutions
• Provide general administrative support as needed
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Qualifications
• 1 year of experience processing invoices and coordinating purchase orders (preferred)
• Strong experience with Microsoft Excel (inventory tracking and data accuracy required)
• Experience with property management software (Yardi Voyager a plus but not required)
• Strong understanding of General Ledger coding (Preferred)
• Excellent organizational and follow-up skills
• Ability to manage high volume and recurring monthly invoices
• Strong written and verbal communication skills
• Ethical, trustworthy, and exercises good judgment
• Self-starter who takes initiative and ownership
• Must be dependable and maintain confidentiality
• Good driving record and credit history required
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Ideal Candidate
We are looking for someone who is:
• Exceptionally detail-oriented and methodical
• Enjoys problem-solving and investigative work
• Communicates confidently with managers, vendors, and accounting
• Follows tasks through to completion
• Takes pride in accuracy and accountability
• Goes above and beyond rather than doing the bare minimum
This role is well-suited for someone who enjoys operational and financial coordination in a small but dynamic corporate environment.
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Compensation & Schedule
• Hourly Pay: $19.00 – $20.75 (depending on experience)
• Part-Time Temporary Position
• Schedule: 3 days per week (24 hours total)
• Preferred schedule: Monday, Wednesday, and Friday from 8:30 am – 5:30 pm

Please apply at: https://theapplicantmanager.com/jobs?pos=cx313&fs=1.0em