Facilities Operations Coordinator - Projects & Compliance Admin

Morguard; Boynton Beach (FL); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical Insurance Options

Education Reimbursement Program

401k Savings Plan

Employee Housing Discount

Job summary

Morguard is seeking an Administrative Coordinator for Facilities Operations & Construction to provide high-level administrative and financial tracking support across capital, facilities maintenance, and construction initiatives. You will coordinate project records, vendor documentation, invoices, and reporting for the U.S.

portfolio, ensuring accuracy and timely follow-through. The role emphasizes administrative coordination, data management, and collaboration with leaders across Maintenance

Qualifications

• High school diploma or equivalent required; 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 contracts, purchase orders, change orders, RFIs, submittals, payment applications, lien waivers, permits, inspections, and closeout records.
• Experience supporting budget, invoice, commitment, and job-cost tracking; ability to reconcile records and elevate questions appropriately.
• Advanced proficiency in Microsoft Excel, Word, PowerPoint, Outlook, and Teams; experience with Yardi, Entrata, VendorPM, Procore, Bluebeam, Smartsheet, or similar systems is preferred.
• Strong organization, written communication, analytical judgment, follow-through, and attention to detail.
• Notary Public certification, or willingness to obtain it, is preferred.

Responsibilities

• Create and maintain a complete administrative record for assigned projects, including contracts, POs, change orders, RFIs, submittals, permits, inspection reports, warranties, and correspondence.
• Enter and update project data in approved systems; track milestones, deliverables, approvals, open items, and document status.
• Coordinate bid-package distribution, proposal logs, bid due dates, meeting logistics, and follow-up communications.
• Maintain project dashboards and exception reports that identify overdue items, missing documentation, budget variances, and decisions needed.
• Support administrative closeout, including final documentation, lien waivers, warranties, permits, inspection records, vendor files, and archive completion.
• Maintain capital and operational trackers, facilities documentation, compliance calendars, inspection records, and lender requirements.
• Coordinate vendor onboarding, COIs, W-9s, licenses, service agreements, renewals, and other vendor compliance records.
• Serve as administrative point of contact for national partnerships; track agreements, renewals, and reporting; support cross-team communication.
• Support emergency and disaster coordination through logistics tracking, supply and inventory records, utility information, site updates.
• Set up and maintain project cost trackers; reconcile trackers with accounting reports; support AP/AR processes; prepare recurring cost summaries.
• Prepare agendas, meeting materials, action-item trackers, and leadership updates; coordinate across departments to ensure timely submissions.

Skills

3+ years experience

Advanced Excel

Attention to detail

Organizational skills

Written communication

Education

Bachelor's or Associate degree in Business Administration/Construction Management/Facilities Management/Accounting/Analytics

Tools

Yardi

Entrata

VendorPM

Procore

Bluebeam

Smartsheet

Job description

Morguard is seeking an Administrative Coordinator for Facilities Operations & Construction to provide high-level administrative and financial tracking support across capital, facilities maintenance, and construction initiatives. You will coordinate project records, vendor documentation, invoices, and reporting for the U.S.

portfolio, ensuring accuracy and timely follow-through. The role emphasizes administrative coordination, data management, and collaboration with leaders across Maintenance