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Arista Non-DVM•Oak Lawn, IL

22h•Onsite

About The Position

The Construction Coordinator coordinates design, permitting, pre-construction, and project closeout for Affinity Veterinary Group’s new veterinary clinics. The role helps keep projects on schedule, within budget, and aligned with clinical and design standards, supporting approximately 20–25 new clinic builds each year. The coordinator works with architects, general contractors, vendors, Lead Veterinary Partners, Real Estate, and Design & Construction leadership. The position maintains accurate project records, budgets, contracts, change orders, and approvals in ProjectMates, and supports projects from design through closeout. This is an office-based position with occasional travel (less than 10%) to project sites and meetings.

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; ideally in multi-site retail, restaurant, healthcare, or veterinary buildouts.
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 preferred.
Experience using invoice approval platforms; Stampli preferred.
Experience using e-signature tools such as DocuSign.
Experience building and managing construction and equipment budgets and tracking change orders, such as with Excel or Power BI.
Ability to manage a high-volume portfolio of 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.
Familiarity with schematic and functional space design or drawing software, such as Adobe Illustrator.
Ability to meet competing deadlines in a high-volume, time-sensitive environment.

Nice To Haves

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

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, escalating issues to Real Estate or Design & Construction leadership as needed.
Lead design meetings with Lead Veterinary Partners 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 general contractor contracts from approved proposals and templates, route them through DocuSign, and provide executed copies to Finance.
Serve as the primary point of contact for general contractor 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 Lead Veterinary Partner equipment orders through Patterson, including quotes, 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.