Administrative Coordinator - Facilities Operations & Construction

This role runs on three skills above all others: systematic documentation, financial tracking discipline, and the ability to keep multiple stakeholders moving without owning the decisions yourself. If those three describe how you naturally work, read on.

What This Role Actually Does

Morguard is a fully integrated real estate company with multifamily assets across North America. This Administrative Coordinator position sits at the center of their facilities, maintenance, and construction operations, supporting a U.S. portfolio from Boynton Beach, FL. The role owns the administrative record for capital and construction projects: scope documents, contracts, purchase orders, change orders, RFIs, submittals, permits, closeout packages, and lien waivers. You're the person who makes sure nothing falls through the cracks between the project owner, accounting, vendors, and property teams.

Day to day, you'll manage project dashboards that flag overdue items, missing documentation, and budget variances. You'll coordinate bid-package logistics, track vendor compliance records (COIs, W-9s, licenses, service agreements), and serve as the administrative contact for national vendor partnerships. Invoice routing, purchase order workflows, and cost tracker reconciliation also land in this role. You won't approve budgets or sign off on change orders. The project owner holds that accountability. Your job is to make sure the right information reaches the right people on time, in a format they can act on.

The financial coordination piece is real. You'll set up and maintain job-cost trackers using approved budgets, commitments, and actuals pulled from company systems, then reconcile those trackers against accounting reports and escalate discrepancies. You'll also prepare recurring cost summaries and variance reports for leadership review. Comfort with numbers and an eye for inconsistency matter here.

Skills This Role Uses Constantly

• Advanced proficiency in Microsoft 365, particularly Excel for tracking and reporting
• Experience with construction or facilities documentation (RFIs, submittals, closeout packages) is a genuine advantage
• Accounts payable workflow familiarity, including invoice coding and routing
• Vendor compliance management: COIs, W-9s, licensing, agreement renewals
• Strong written communication for internal memos, leadership updates, and cross-department coordination
• Calendar and travel management for senior facilities and construction leaders

What Sets This Role Apart at Morguard

The scope is portfolio-wide, not site-specific. You're coordinating across multiple properties, Area Service Managers, accounting, risk management, procurement, and construction teams simultaneously. That breadth makes this a strong role for someone who wants deep exposure to capex administration and facilities operations across a large multifamily organization. Coordinators who perform well here tend to develop the kind of cross-functional fluency that translates into senior operations or project management roles over time.

One honest note: this role requires comfort with ambiguity in terms of workload. Portfolio volume shifts, construction timelines slip, and priorities change. The measures of success here are largely about information quality and process discipline, meaning your work shows up in whether records are auditable, whether reports flag the right exceptions, and whether workflows move on schedule. The feedback loop is indirect. That suits some people well and frustrates others. Know which camp you're in before applying.