Capitol Project Coordinator

Commonwealth Senior Living Corporate Office•Charlottesville, VA

11h

About The Position

The Cap-Ex Assistant reports to the Administrative Director of Construction and Capital Expenditures and plays a key role in supporting capital initiatives across 40+ senior living communities. This position is responsible for coordinating capital project documentation, processing and tracking CapEx invoices, maintaining accurate system records, and partnering with accounting, construction, and operations teams to ensure financial accuracy, compliance, and timely execution of capital projects.

Requirements

Strong organizational skills and exceptional attention to detail
Ability to manage multiple priorities and deadlines in a fast‑paced environment
Proficiency in Microsoft Office (Excel, Word, Outlook)
Clear and professional written and verbal communication skills

Nice To Haves

Experience with Yardi or similar property management or accounting systems
Background in senior living, property management, facilities, construction, or capital project support
Prior experience with invoice processing, contract administration, or project tracking

Responsibilities

Accurately code, process, and track capital expenditure invoices in alignment with approved project budgets
Enter, update, and maintain capital project data and invoice records within Yardi
Create, track, and reconcile non‑budgeted capital requests in collaboration with leadership
Prepare, track, and finalize capital contracts, vendor documentation, and supporting project files
Maintain organized, complete, and audit‑ready capital project documentation
Ensure capital records meet internal controls and documentation standards
Coordinate with accounting teams to support timely approvals and accurate financial reporting
Partner with regional maintenance directors and community leadership to collect and validate required documentation
Serve as a point of contact for capital invoice, documentation, and project tracking inquiries
Develop and maintain logs, reports, and tracking tools using Microsoft Office
Provide administrative and coordination support to the construction and capital expenditures team as needed
Assist with special projects and ad hoc requests related to capital initiatives
Models the core values of the company:
Ensures all personnel exemplify the core values of the company at all times.