Administrative Coordinator - Facilities Operations & Construction

Company Description

Morguard is a fully integrated real estate company. We strategically invest in high-quality, well-located, multifamily assets across North America and our onsite teams are critical to our Communities' success.

Job Description

PURPOSE

The Administrative Coordinator – Facilities Operations & Construction provides high-level administrative, financial tracking, documentation, and follow-up support across capital, facilities maintenance, and construction, initiatives. The role creates a single point of coordination for project records, deadlines, vendor documentation, invoice workflow, reporting, and follow-through across the U.S. portfolio. This position supports project delivery from an administrative and data-management perspective but does not replace the technical, field, approval, or financial-accountability responsibilities of the designated project owner.

Qualifications

DUTIES AND RESPONSIBILITIES

Project Administration and Follow Up

• Create and maintain a complete administrative record for assigned projects, including scope documents, contracts, purchase orders, change orders, RFIs, submittals, permits, inspection reports, closeout documents, warranties, and correspondence.
• Enter and update project data in approved systems; track milestones, deliverables, approvals, open items, and document status based on information supplied by the project owner.
• Coordinate bid-package distribution, proposal logs, bid due dates, meeting logistics, and follow-up communications without performing technical bid evaluation or award approval.
• Maintain project dashboards and exception reports that clearly identify overdue items, missing documentation, budget variances, and decisions needed from the project owner or leadership.
• Support administrative closeout, including final documentation, lien waivers, warranties, permits, inspection records, vendor files, and archive completion.

Facilities Operations and Compliance Support

• Maintain capital and operational trackers, facilities documentation, compliance calendars, inspection records, lender requirements, environmental-program records, and maintenance or safety audit files.
• Coordinate vendor onboarding, COIs, W-9s, licenses, service agreements, renewals, and other vendor compliance records in alignment with company processes.
• Serve as the administrative point of contact for assigned national partnerships; maintain national-contract records, track agreements and renewals, administer rebate-program documentation and reporting, and support communication among vendors, property teams, Area Service Managers, and leadership.
• Support emergency and disaster coordination through logistics tracking, supply and inventory records, utility information, site updates, and leadership reporting as directed

Job Cost and Financial Coordination

• Set up and maintain assigned project cost trackers using approved budgets, commitments, invoices, payment applications, change orders, forecasts, and actuals provided through company systems and project records.
• Reconcile administrative trackers to available accounting and project-system reports; identify discrepancies and route them to the project owner and Accounting for resolution.
• Provide administrative support for accounts payable and accounts receivable processes, including routing invoices, payment applications, purchase orders, coding requests, billing information, and related documentation through approved workflows.
• Prepare recurring cost summaries and variance reports for review by the project owner and leadership.
• Support job-cost administration for projects assigned within annually approved thresholds. The role is not the job-cost owner and does not approve budgets, commitments, change orders, forecasts, coding decisions, or payments.

Administrative Support

• Manage calendars, meetings, travel, expense reports, correspondence, and presentation materials for designated facilities and construction leaders.
• Prepare agendas, meeting materials, decision logs, action-item trackers, and leadership updates; follow up with responsible parties on commitments and due dates.
• Assist Area Service Managers, Assistant Director of Construction and other designated team members with the preparation, allocation, documentation, and timely submission of monthly expense reports.
• Coordinate effectively across Operations, Construction and Development, Accounting, Risk Management, Environmental, Procurement, and property teams.

Reporting, Systems, and Process Improvement

• Prepare and analyze operational performance metrics and key performance indicators; develop and maintain executive-ready dashboards, presentations, summaries, and status reports covering project delivery, cost, compliance, vendor activity, and outstanding decisions.
• Draft and distribute department communications, policy notices, strategic memoranda, leadership updates, and other internal communications as directed.
• Work closely with the Director of Maintenance Services to develop and maintain standardized templates, naming conventions, filing protocols, intake forms, and tracking tools that improve data quality and portfolio visibility.
• Support technology adoption and workflow standardization across construction and facilities administration, including Microsoft 365 and approved property, accounting, vendor, and construction platforms.
• Identify recurring administrative gaps and recommend practical process improvements, controls, and escalation paths.

MEASURES OF SUCCESS

• Project and compliance records are current, complete, organized, and readily auditable.
• Reports accurately reflect source information and clearly flag exceptions, overdue items, and decisions required.
• Invoices, purchase orders, changes, bids, and vendor documentation move through approved workflows on time.
• Leadership and project owners receive consistent, timely, and decision-ready information.
• Administrative support capacity is allocated transparently and adjusted as portfolio volume changes.
• No ambiguity exists between administrative coordination and project, technical, or financial ownership.

QUALIFICATIONS

• High school diploma or equivalent required; associate or bachelor’s degree in business administration, Construction Management, Facilities Management, Accounting, Analytics, or a related field preferred.
• Three or more years of administrative or project-coordination experience in construction, real estate development, property management, facilities, or a related environment preferred.
• Working knowledge of construction and facilities terminology and documents, including contracts, purchase orders, change orders, RFIs, submittals, payment applications, lien waivers, permits, inspections, and closeout records.
• Experience supporting budget, invoice, commitment, and job-cost tracking; ability to reconcile records, recognize inconsistencies, and escalate questions appropriately.
• Advanced proficiency in Microsoft Excel, Word, PowerPoint, Outlook, and Teams; experience with Yardi, Entrata, VendorPM, Procore, Bluebeam, Smartsheet, or similar systems is preferred.
• Strong organization, written communication, analytical judgment, follow-through, and attention to detail.
• Ability to manage competing priorities across a geographically dispersed portfolio while maintaining confidentiality and professionalism.
• Notary Public certification, or willingness to obtain it, is preferred.

COLLABORATION

The role works closely with the Director of Maintenance Services as well as the Director of Development and Construction, Construction project leaders, the Maintenance Operations Executive Assistant, Area Service Managers, Accounting, property teams, corporate departments, contractors, consultants, and national vendor partners. Specific project assignments and support coverage are established by leadership based on business need and capacity.

OTHER DUTIES

Perform other related administrative, reporting, coordination, and special-project duties as assigned. Responsibilities may be adjusted as systems, portfolio needs, and organizational priorities evolve.

Additional Information

Why you should join Morguard

At Morguard, our employees are our greatest investment. We make people our priority and strive to create a culture of respect, health and safety, and equal opportunity to support employees to meet their goals.

When you join Morguard, you join a strong and committed team and will have access to:

• Employer Provided Medical Insurance Options
• Excellent culture that supports a work-life balance with time off for Summer Hours, Vacation, Personal, Sick Leave, and Paid Holidays
• Education Reimbursement Program
• Dollar for dollar matching 401k Savings Plan with immediate vesting
• Opportunity to live onsite within our portfolio with our Employee Housing Discount, subject to availability.

All job offers are subject to a pre-employment drug test and criminal/credit background check.

*Morguard is an equal opportunity employer

+This job description is intended to describe the nature and level of work being performed by individuals assigned to this position. It is not an exhaustive list of all responsibilities required of the job. Job descriptions may also be rewritten periodically to reflect any changes in the position’s duties.

Morguard is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

Morguard participates in the E-Verify program to confirm eligibility to work in the United States.

PRIVACY