Home Office

CityVet Support Staff•Oak Lawn, IL

20h•Onsite

About The Position

The Construction Coordinator coordinates design, permitting, pre-construction, and project closeout for Affinity Veterinary Group’s new veterinary clinics (de novo locations). The role helps keep projects on schedule and within budget while aligning them with clinical and design standards. The coordinator partners with architects, general contractors, vendors, Lead Veterinary Partners (LVPs), Real Estate, and Design & Construction (D&C) leadership, and maintains project records, budgets, contracts, change orders, and approvals in ProjectMates. The position supports approximately 20–25 new clinic builds per year. This is an office-based position with occasional travel (less than 10%) to project sites and meetings. The Construction Coordinator reports to the VP of Design & Construction & Facilities.

Requirements

Bachelor’s degree in Business, Real Estate, Construction Management, or a related field, or equivalent professional experience.
3–5+ years of commercial construction project management experience.
Experience coordinating with landlords, architects, general contractors, and vendors.
Working knowledge of permitting for commercial tenant improvement projects.
Experience using construction project management software; ProjectMates is preferred.
Experience using invoice approval platforms; Stampli is preferred.
Experience using e-signature tools such as DocuSign.
Experience building and managing construction and equipment budgets and tracking change orders, for example with Excel or Power BI.
Ability to manage approximately 20–25 new builds annually from design through closeout.
Strong organizational skills and ability to manage numerous concurrent projects at different stages.
Clear, proactive written and verbal communication with internal teams and external partners.
Ability to lead design meetings and communicate technical information to non-technical audiences.
Strong attention to detail and follow-through on project actions, approvals, records, and handoffs.
Sound budget management and financial tracking skills, including invoice-to-proposal reconciliation.
Independent problem-solving skills, sound judgment, and ability to escalate issues appropriately.
Ability to meet competing deadlines in a high-volume, time-sensitive environment.

Nice To Haves

Commercial construction project management experience in multi-site retail, restaurant, healthcare, or veterinary buildouts.
Familiarity with schematic and functional space design or drawing software such as Adobe Illustrator.
Experience with ProjectMates and Stampli.

Responsibilities

Create and maintain approved projects in ProjectMates, including project numbers, templates, schedules, site details, users, and project stages.
Maintain current construction drawings and revisions, Certificates of Occupancy, contracts, closeout documents, project status, and leadership reporting.
Coordinate landlord shell drawings, architect questions, shell plans, and schematic layouts; escalate issues to Real Estate or D&C leadership as needed.
Lead design meetings with LVPs and cross-functional teams, present drawings, obtain approvals, coordinate revisions, and provide biweekly design and permitting updates.
Support permitting by coordinating architect follow-ups and obtaining documentation needed to keep approvals on schedule.
At lease execution, coordinate Certificates of Insurance, request location EINs from Finance, establish utility accounts and meter installations, and share account information with Accounting.
Coordinate lease-related landlord requirements and municipal pre-construction requirements and meetings with Real Estate.
Build preliminary construction budgets using buildout costs and vendor quotes; prepare GC contracts from approved proposals and templates, route them through DocuSign, and provide executed copies to Finance.
Serve as the primary point of contact for GC questions and coordination before construction begins.
Obtain lighting, millwork, and other vendor quotes and route them to the VP of Construction for approval.
Partner with the Integrations lead on LVP equipment orders through Patterson, including quotes, LVP sign-off, approved order release, and equipment questions.
Review and approve equipment supplier invoices in Stampli against original proposals for quantity and price.
Log owner change orders in the budget template as issued and prepare opening-day budgets reconciling additional construction and equipment costs.
Collect contractor- and landlord-required closeout documentation to support Tenant Improvement payout under the lease.
Meet competing deadlines in a high-volume, time-sensitive environment and follow through on project actions, approvals, records, and handoffs.

Benefits

401(k) retirement savings plan with a 4% employer match.
Health Savings Account option.
Growth opportunities.
Paid time off and floating holidays.
Flexible schedules.
Paid parental leave.
Health, dental (including an adult orthodontia option), vision, disability, and life insurance.
Personal pet-care program.
Employee discount program.
Free telemedicine for full-time team members and their families.
Employee Assistance Program with in-the-moment mental health benefits.