{"id":2584884,"url":"https://alion.io/job/morguardliving-administrative-coordinator-facilities-operations-construction","title":"Administrative Coordinator - Facilities Operations & Construction","company":{"id":4416167,"name":"Morguard Living","domain":"morguardliving.com","url":"https://alion.io/company/morguardliving","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SmartRecruiters","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Boynton Beach, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":60000,"max":70000,"currency":"USD","period":"year","gross":null,"usd_annual":70000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false},{"name":"Outlook","optional":false},{"name":"Smartsheet","optional":false}],"status":"live","first_seen_at":"2026-10-08T14:41:29Z","employer_posted_date":"2026-10-08","last_verified_at":"2026-11-04T21:42:49Z","board_verified":true,"closed_at":null,"days_open":27,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":27},"description":"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.\n PURPOSE\nThe 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.\n DUTIES AND RESPONSIBILITIES\nProject Administration and Follow Up\nCreate 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.\nEnter and update project data in approved systems; track milestones, deliverables, approvals, open items, and document status based on information supplied by the project owner.\nCoordinate bid-package distribution, proposal logs, bid due dates, meeting logistics, and follow-up communications without performing technical bid evaluation or award approval.\nMaintain project dashboards and exception reports that clearly identify overdue items, missing documentation, budget variances, and decisions needed from the project owner or leadership.\nSupport administrative closeout, including final documentation, lien waivers, warranties, permits, inspection records, vendor files, and archive completion.\nFacilities Operations and Compliance Support\nMaintain capital and operational trackers, facilities documentation, compliance calendars, inspection records, lender requirements, environmental-program records, and maintenance or safety audit files.\nCoordinate vendor onboarding, COIs, W-9s, licenses, service agreements, renewals, and other vendor compliance records in alignment with company processes.\nServe 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.\nSupport emergency and disaster coordination through logistics tracking, supply and inventory records, utility information, site updates, and leadership reporting as directed\nJob Cost and Financial Coordination\nSet 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.\nReconcile administrative trackers to available accounting and project-system reports; identify discrepancies and route them to the project owner and Accounting for resolution.\nProvide 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.\nPrepare recurring cost summaries and variance reports for review by the project owner and leadership.\nSupport job-cost administration for projects assigned within annually approved thresholds. The role is not the job-cost owner and does not approve budgets, commitments, change orders, forecasts, coding decisions, or payments.\nAdministrative Support\nManage calendars, meetings, travel, expense reports, correspondence, and presentation materials for designated facilities and construction leaders.\nPrepare agendas, meeting materials, decision logs, action-item trackers, and leadership updates; follow up with responsible parties on commitments and due dates.\nAssist Area Service Managers, Assistant Director of Construction and other designated team members with the preparation, allocation, documentation, and timely submission of monthly expense reports.\nCoordinate effectively across Operations, Construction and Development, Accounting, Risk Management, Environmental, Procurement, and property teams.\nReporting, Systems, and Process Improvement\nPrepare 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.\nDraft and distribute department communications, policy notices, strategic memoranda, leadership updates, and other internal communications as directed.\nWork 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.\nSupport technology adoption and workflow standardization across construction and facilities administration, including Microsoft 365 and approved property, accounting, vendor, and construction platforms.\nIdentify recurring administrative gaps and recommend practical process improvements, controls, and escalation paths.\nMEASURES OF SUCCESS\nProject and compliance records are current, complete, organized, and readily auditable.\nReports accurately reflect source information and clearly flag exceptions, overdue items, and decisions required.\nInvoices, purchase orders, changes, bids, and vendor documentation move through approved workflows on time.\nLeadership and project owners receive consistent, timely, and decision-ready information.\nAdministrative support capacity is allocated transparently and adjusted as portfolio volume changes.\nNo ambiguity exists between administrative coordination and project, technical, or financial ownership.\nQUALIFICATIONS\nHigh school diploma or equivalent required; associate or bachelor’s degree in business administration, Construction Management, Facilities Management, Accounting, Analytics, or a related field preferred.\nThree or more years of administrative or project-coordination experience in construction, real estate development, property management, facilities, or a related environment preferred.\nWorking 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.\nExperience supporting budget, invoice, commitment, and job-cost tracking; ability to reconcile records, recognize inconsistencies, and escalate questions appropriately.\nAdvanced proficiency in Microsoft Excel, Word, PowerPoint, Outlook, and Teams; experience with Yardi, Entrata, VendorPM, Procore, Bluebeam, Smartsheet, or similar systems is preferred.\nStrong organization, written communication, analytical judgment, follow-through, and attention to detail.\nAbility to manage competing priorities across a geographically dispersed portfolio while maintaining confidentiality and professionalism.\nNotary Public certification, or willingness to obtain it, is preferred.\nCOLLABORATION\nThe role works closely with the Director of Maintenance Services as well as the Director of Development and Construction, Construction project leaders, the Maintenance Operations Executive Assistant, Area Service Managers, Accounting, property teams, corporate departments, contractors, consultants, and national vendor partners. Specific project assignments and support coverage are established by leadership based on business need and capacity.\nOTHER DUTIES\nPerform other related administrative, reporting, coordination, and special-project duties as assigned. Responsibilities may be adjusted as systems, portfolio needs, and organizational priorities evolve.\n Why you should join Morguard\nAt Morguard, our employees are our greatest investment. We make people our priority and strive to create a culture of respect, health and safety, and equal opportunity to support employees to meet their goals.\nWhen you join Morguard, you join a strong and committed team and will have access to:\nEmployer Provided Medical Insurance Options\nExcellent culture that supports a work-life balance with time off for Summer Hours, Vacation, Personal, Sick Leave, and Paid Holidays\nEducation Reimbursement Program\nDollar for dollar matching 401k Savings Plan with immediate vesting\nOpportunity to live onsite within our portfolio with our Employee Housing Discount, subject to availability.\nAll job offers are subject to a pre-employment drug test and criminal/credit background check.\n*Morguard is an equal opportunity employer\n+This job description is intended to describe the nature and level of work being performed by individuals assigned to this position. It is not an exhaustive list of all responsibilities required of the job. Job descriptions may also be rewritten periodically to reflect any changes in the position’s duties.\nMorguard is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.\nMorguard participates in the E-Verify program to confirm eligibility to work in the United States.\nPRIVACY","description_format":"text","description_chars":9558,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":false},"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":["401k plan","Health insurance"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Real Estate"],"lifecycle":[{"event":"open","at":"2026-10-15T03:32:31Z"}],"visa":[],"liveness":{"score":39,"band":"fade","label":"Fading","p_open":1,"p_active":0.707,"p_room":0.55,"age_days":26,"expected_fill_days":23,"reasons":["conf:4","win:tail"],"computed_at":"2026-11-04T06:34:25Z"},"pay":{"stated_usd_annual":70000,"is_top_pay":true},"html_url":"https://alion.io/job/morguardliving-administrative-coordinator-facilities-operations-construction","json_url":"https://alion.io/job/morguardliving-administrative-coordinator-facilities-operations-construction.json","meta":{"generated_at":"2026-11-05T01:37:59Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":2059,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-06T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":4416167},"rest":"https://alion.io/mcp/rest/get_company?id=4416167"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmorguardliving-administrative-coordinator-facilities-operations-construction"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmorguardliving-administrative-coordinator-facilities-operations-construction"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmorguardliving-administrative-coordinator-facilities-operations-construction"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/morguardliving-administrative-coordinator-facilities-operations-construction\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmorguardliving-administrative-coordinator-facilities-operations-construction"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":2584884}},{"tool":"search_jobs","arguments":{"company":"morguardliving.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":2584884},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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