Administrative Coordinator - Facilities Operations & Construction

About the role

Morguard, a fully integrated real estate company investing in multifamily assets across North America, is hiring an Administrative Coordinator for its Facilities Operations and Construction function in Boynton Beach. The role provides high-level administrative, financial tracking, documentation and follow-up support across capital, facilities maintenance and construction initiatives, acting as a single point of coordination for project records, deadlines, vendor documentation, invoices, reporting and follow-through across the U.S. portfolio. It supports project delivery from an administrative and data-management perspective and does not replace the technical, field, approval or financial-accountability responsibilities of the project owner.

Key responsibilities

• Create and maintain project records (scope documents, contracts, POs, change orders, RFIs, submittals, permits, closeout documents, warranties) and track milestones, approvals and document status
• Coordinate bid packages, proposals, meeting logistics and follow-up without performing technical bid evaluation or award approval
• Maintain capital and operational trackers, compliance calendars, inspection records, vendor onboarding documents and national-contract records
• Support emergency and disaster coordination through logistics tracking, supply and inventory records and utility information
• Set up and maintain project cost trackers, reconcile administrative trackers with accounting reports, and support accounts payable and receivable workflows
• Prepare recurring cost summaries and variance reports, and support job-cost administration within annually approved thresholds
• Manage calendars, meetings, travel, expense reports and presentation materials for facilities and construction leaders
• Analyze performance metrics, prepare dashboards and reports, draft internal communications and help standardize templates and filing protocols
• Work with the Director of Maintenance Services and other leaders, and coordinate across Operations, Construction, Development, Accounting, Risk Management, Environmental, Procurement and property teams

Required profile

• High school diploma or equivalent; 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 documents such as contracts, POs, change orders, RFIs, submittals, lien waivers, permits and closeout records
• Experience supporting budget, invoice, commitment and job-cost tracking, and reconciling records
• 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
• Notary Public certification, or willingness to obtain it, is preferred

Required skills

• Advanced proficiency in Microsoft Excel, Word, PowerPoint, Outlook and Teams
• Preferred: experience with Yardi, Entrata, VendorPM, Procore, Bluebeam, Smartsheet or similar systems

What we offer

• Medical insurance options
• Summer hours, vacation, personal, sick leave and paid holidays
• Education reimbursement program
• Dollar-for-dollar 401k match with immediate vesting
• Employee housing discount, subject to availability