Project Administrator, Facilities

JVM Realty Corporation•Oak Brook, IL

6d•Hybrid

About The Position

JVM Realty’s Capital Projects team plans and executes capital improvement and renovation work across a multifamily portfolio currently spanning four markets — Kansas City, Indiana, Illinois, and Wisconsin — representing an annual capital program of approximately $3.8 million across 140+ projects. The position exists to carry the administrative and coordination load of the capital program — documentation, compliance tracking, contractor follow-up, scheduling, and reporting — to ensure project management stays focused on scoping, execution, and field oversight. This is a highly organized, detail-oriented role for someone who works well with modern tools. The coordinator works with our Operating System to input purchase orders, invoice coding, and vendor records, and uses AI-assisted tools daily to draft correspondence, summarize project status, and prepare reports.

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 — this role communicates with contractors and property teams daily.
Working knowledge of construction processes, project documentation, and contract terminology.
Strong proficiency with Microsoft Office (Excel, Word, Outlook) and 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.
Use of AI-assisted tools as a core, daily part of the role — for drafting, summarizing, and organizing — with the judgment to review and correct output before it goes out.

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 — contracts, scopes of work, schedules of values, submittments, and closeout packages.
Track certificates of insurance (COIs), W-9s, contractor licensing, and permit status; keep all records current and audit-ready.
Process payment applications, lien waivers, and retainage documentation.
Prepare and route contracts for signature; maintain the executed-contract file.
Organize and maintain project files so any project’s status and history can be retrieved on demand.
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 — collect W-9s, certificates of insurance, and licensing documentation.
Coordinate with property management teams to schedule work and minimize disruption to residents and site team members.
Communicate schedule and access requirements to Regional Managers, Regional Maintenance Supervisors, Property Managers, and Maintenance Supervisors.
Enter and track purchase orders, invoices, and vendor payments in our Operating System.
Code capital expenditures to the correct cost codes and property entities; verify invoices against contracts and approved change orders.
Reconcile project spend in our Operating System against the capital projects status report and flag discrepancies.
Produce recurring progress reports and portfolio summaries for the Director of Facilities and Capital Projects and Regional Managers.
Apply the department’s standard templates and formats consistently across all documentation.
Flag budget variances, schedule slippage, and open items for the Project Manager’s attention.
Support the Project Manager in day-to-day operations across multiple concurrent projects and markets.
Visit properties regularly to support documentation and photo records.