Project Administrator, Facilities

JVM Realty Corporation•Oak Brook, IL

7d•$60,000 - $80,000•Hybrid

About The Position

The Capital Projects team at JVM Realty plans and executes capital improvement and renovation work across a multifamily portfolio. This position supports the administrative and coordination needs of the capital program, handling documentation, compliance tracking, contractor follow-up, scheduling, and reporting. The role is designed for a highly organized, detail-oriented individual proficient with modern tools, including AI-assisted software for drafting, summarizing, and reporting, and an Operating System for financial processing and vendor management.

Requirements

Minimum of 3 years of experience in construction project coordination, capital projects, or property/facilities administration.
Proven experience supporting renovation or capital improvement projects from planning through closeout.
Ability to support a high volume of concurrent projects across multiple markets without losing track of details.
Exceptional organizational skills and attention to detail, particularly with documentation and compliance records.
Excellent written and verbal communication skills.
Working knowledge of construction processes, project documentation, and contract terminology.
Strong proficiency with Microsoft Office (Excel, Word, Outlook).
Comfort adopting new software quickly.
Experience with Entrata or a comparable property management platform (Yardi, RealPage, MRI), including purchase orders, invoice processing, and vendor records.
Experience using AI-assisted tools daily for drafting, summarizing, and organizing, with the ability to review and correct output.

Nice To Haves

Bachelor’s degree in construction management, Business, Civil Engineering, or a related field.
Experience in multifamily or commercial property management.
Familiarity with AIA-style payment applications, lien waivers, and retainage.

Responsibilities

Maintain complete project documentation, including contracts, scopes of work, schedules of values, submittals, and closeout packages.
Track certificates of insurance (COIs), W-9s, contractor licensing, and permit status, ensuring records are current and audit-ready.
Process payment applications, lien waivers, and retainage documentation.
Prepare and route contracts for signature and maintain the executed-contract file.
Organize and maintain project files for easy retrieval of status and history.
Serve as the day-to-day point of contact for contractor correspondence, follow-up, and status requests.
Coordinate contractor mobilization, site access, material deliveries, and inspection scheduling.
Support contractor onboarding by collecting necessary documentation (W-9s, COIs, licensing).
Coordinate with property management teams to schedule work, minimizing disruption to residents and staff.
Communicate schedule and access requirements to relevant property management personnel.
Enter and track purchase orders, invoices, and vendor payments in the Operating System.
Code capital expenditures to correct cost codes and property entities, verifying invoices against contracts and change orders.
Reconcile project spend in the Operating System against the capital projects status report and flag discrepancies.
Produce recurring progress reports and portfolio summaries for leadership.
Apply standard templates and formats consistently across all documentation.
Flag budget variances, schedule slippage, and open items for the Project Manager.
Support the Project Manager in daily operations across multiple concurrent projects and markets.
Visit properties regularly to support documentation and photo records.