Facility Department - Facilities & Procurement Assistant

POSITION SUMMARY

The Facilities Administrator plays a crucial role in supporting the Procurement and Facilities Department’s operations, ensuring efficiency and organization in daily tasks. This position requires strong communication skills, proficiency in Microsoft Word and Excel, and the ability to manage multiple responsibilities effectively. This role is integral in maintaining seamless coordination between the company, employees, and vendors, embodying the organization’s policies, professionalism, and commitment to excellence.

ESSENTIAL DUTIES

Administrative \& Operational Support:

• Assist the Director of Procurement and Facilities VPs and Managers in overseeing daily operations and coordinating tasks with Facilities teams.
• Assist in the management of the Morgan Properties vehicle programs, including maintaining registration and insurance cards and issuing to sites, issuing gas cards and monitoring, maintain vehicle violations and sending to sites, maintaining MOGO devices and issuance.
• Maintain files for site boiler inspections and certificates, identify violations and send them to sites.
• Assist in management of the Keytrak program, entering new contracts, ending old agreements for sold sites.
• Set up orders for Conshohocken office coffee machines and handle invoicing.
• Manage special office supply orders for Facilities teams and manage orders for Facilities team uniform requirements.
• Assist in monitoring shared department email boxes as needed.
• Coordinate travel arrangements for team members as needed.

Financial \& Vendor Coordination:

• Create and manage recurring POs/WTNs for Procurement managed contracts, ensuring accuracy in setup and pricing.
• Collaborate with the accounts payable department to resolve issues and request change orders when necessary.
• Assist in the collection and identification of vendor rebates, work with accounting on needs.
• Research and resolve invoice discrepancies for Procurement managed contracts.
• Review and approve Trash invoicing, monitoring overages and contamination fees and work with Procurement Coordinator on trash related issues.
• Assist in the completion of annual budget reporting documents.

Document \& Data Management:

• Enter Procurement contracts into SharePoint, or future contract management system. Maintain logs of expiring contracts needs of Procurement team.
• Manage scanning, copying, and organizing documents for the Facilities Department.
• Assist with having contract fully executed and sharing copies with sites or vendors as needed.

Compliance \& Record\-Keeping:

• Assist in maintaining files for major procurement projects and services covered.
• Assist in the maintenance of contracts and service agreements to ensure compliance.

Additional Duties: Tasks or duties not outlined in this job description may be required to contribute to the organization's success and efficiency.

QUALIFICATIONS

Education and/or Experience:

• Associate degree (A.S. or A.A.) from a two\-year college or university preferred.
• A minimum of 1 year of experience in an administrative or facilities support role.
• Experience with data entry, spreadsheet maintenance, and document preparation.

Tools \& Systems:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience managing office systems, contract management systems, vendor portals, and scheduling tools preferred.

PHYSICAL REQUIREMENTS \& WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Physical Demands:

This role requires prolonged periods of sitting at a desk and working on a computer. Occasional standing, walking, and lifting.

Work Environment:

• Primary work environment: Office with occasional remote work
• Noise level: The noise level in the work environment is moderate and typical of a professional office setting
• Work schedule: Monday–Friday.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Morgan Properties is an equal opportunity employer. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

We are committed to providing reasonable accommodation to qualified individuals with disabilities.

MORGAN PROPERTIES VALUES:

At Morgan Properties, we enhance the lives of our residents by providing exemplary service, a best\-in\-class living experience, and a place they can truly call HOME. Our ambition is to transform the housing industry and empower individuals to redefine their American Dream. All employees assist in our mission and vision by demonstrating Morgan PRIDE:

• Passion: A desire to build communities through teamwork and collaboration, combining individual strengths to deliver exceptional results.
• Respect: We support each other, remaining loyal and honest through adversity and challenges.
• Integrity: A commitment to do right by our employees, residents, and communities.
• Diversity: We embrace and celebrate differences.
• Entrepreneurial Spirit: Driven by innovation and a passion to do what has never been done before.

The “Benefits” of Employment

• Employee referral payment program
• Educational Enhancement Program
• Medical, Dental, and Vision benefits
• Life/ AD\&D Insurance
• Paid Parental Leave
• Long and short term disability
• Retirement Plan \- 401(k) Plan
• Discount on an apartment at any one of our properties
• Brand new amenity space that includes a full gym/fitness center and golf simulator

Salary range: $27\-$31/hr

If you are hired at Morgan Properties, your overall compensation package will also be determined based on factors such as geographic location, skills, education, and/or experience which may result in total compensation outside of this range.

Get To Know Us:

Established in 1985 by Mitchell Morgan, Morgan Properties is a national real estate investment and management company headquartered in Conshohocken, Pennsylvania. Jonathan and Jason Morgan represent the next\-generation leaders growing the platform and overseeing the business operations.

Morgan Properties and its affiliates currently own and manage a multifamily portfolio comprised of more than 400 apartment communities and over 110,000 units located in 22 states. The Company is among the three largest multifamily owners in the nation and the largest in Pennsylvania, Maryland, and New York. With over 2,600 employees, Morgan Properties prides itself on its quick decision\-making capabilities, strong capital relationships, and proven operational expertise.

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