Administrative Coordinator - Facilities Operations & Construction

Morguard • Boynton Beach, FL

5d

About The Position

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.

Requirements

• High school diploma or equivalent required
• 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
• 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.

Nice To Haves

• Associate or bachelor’s degree in business administration, Construction Management, Facilities Management, Accounting, Analytics, or a related field preferred.
• Experience with Yardi, Entrata, VendorPM, Procore, Bluebeam, Smartsheet, or similar systems is preferred.
• Notary Public certification, or willingness to obtain it, is preferred.

Responsibilities

• Create and maintain a complete administrative record for assigned projects, including scope documents, contracts, purchase orders, change orders, RFIs, submittmits, 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.
• 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.
• 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.
• 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.
• 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.
• Perform other related administrative, reporting, coordination, and special-project duties as assigned.
• Responsibilities may be adjusted as systems, portfolio needs, and organizational priorities evolve.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED