Facility Department - Facilities & Procurement Assistant

Morgan Properties • Conshohocken, PA

1d • $27 - $31 • Hybrid

About The Position

The Facilities Administrator plays a crucial role in supporting the Procurement and Facilities Department’s operations, ensuring efficiency and organization in daily tasks. This position requires strong communication skills, proficiency in Microsoft Word and Excel, and the ability to manage multiple responsibilities effectively. This role is integral in maintaining seamless coordination between the company, employees, and vendors, embodying the organization’s policies, professionalism, and commitment to excellence.

Requirements

• Associate degree (A.S. or A.A.) from a two-year college or university preferred.
• A minimum of 1 year of experience in an administrative or facilities support role.
• Experience with data entry, spreadsheet maintenance, and document preparation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Nice To Haves

• Experience managing office systems, contract management systems, vendor portals, and scheduling tools preferred.

Responsibilities

• Assist the Director of Procurement and Facilities VPs and Managers in overseeing daily operations and coordinating tasks with Facilities teams.
• Assist in the management of the Morgan Properties vehicle programs, including maintaining registration and insurance cards and issuing to sites, issuing gas cards and monitoring, maintain vehicle violations and sending to sites, maintaining MOGO devices and issuance.
• Maintain files for site boiler inspections and certificates, identify violations and send them to sites.
• Assist in management of the Keytrak program, entering new contracts, ending old agreements for sold sites.
• Set up orders for Conshohocken office coffee machines and handle invoicing.
• Manage special office supply orders for Facilities teams and manage orders for Facilities team uniform requirements.
• Assist in monitoring shared department email boxes as needed.
• Coordinate travel arrangements for team members as needed.
• Create and manage recurring POs/WTNs for Procurement managed contracts, ensuring accuracy in setup and pricing.
• Collaborate with the accounts payable department to resolve issues and request change orders when necessary.
• Assist in the collection and identification of vendor rebates, work with accounting on needs.
• Research and resolve invoice discrepancies for Procurement managed contracts.
• Review and approve Trash invoicing, monitoring overages and contamination fees and work with Procurement Coordinator on trash related issues.
• Assist in the completion of annual budget reporting documents.
• Enter Procurement contracts into SharePoint, or future contract management system. Maintain logs of expiring contracts needs of Procurement team.
• Manage scanning, copying, and organizing documents for the Facilities Department.
• Assist with having contract fully executed and sharing copies with sites or vendors as needed.
• Assist in maintaining files for major procurement projects and services covered.
• Assist in the maintenance of contracts and service agreements to ensure compliance.
• Tasks or duties not outlined in this job description may be required to contribute to the organization's success and efficiency.

Benefits

• Employee referral payment program
• Educational Enhancement Program
• Medical, Dental, and Vision benefits
• Life/ AD&D Insurance
• Paid Parental Leave
• Long and short term disability
• Retirement Plan - 401(k) Plan
• Discount on an apartment at any one of our properties
• Brand new amenity space that includes a full gym/fitness center and golf simulator

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree