Administrative Coordinator - Facilities Operations & Construction

• Full-time
• Department:
  Residential Maintenance Operations
• Compensation: USD 60,000 - USD 70,000 - yearly

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.

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.

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.…