Construction Project Administrator

Job Description

Job Description

About us:

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. 

 

KEY RESPONSIBILITIES:

 

Documentation & Compliance 

• Maintain complete project documentation — contracts, scopes of work, schedules of values, submittals, 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. 

Contractor Coordination & Follow-Up 

• 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. 

Scheduling 

• 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. 

Operating System & Financial Processing 

• 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. 

Reporting & AI-Assisted Workflow 

• 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. 

Project Support 

• Support the Project Manager in day-to-day operations across multiple concurrent projects and markets. 

• Visit properties regularly to support documentation and photo records. 

 

QUALIFICATIONS — REQUIRED  

• 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. 

 

QUALIFICATIONS — PREFERRED  

• 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. 

 

WORK ENVIRONMENT 

• Primarily office-based at JVM’s corporate office (Oak Brook IL), with regular travel to properties (up to 15%). This may fluctuate as role expands. 

• Must be able to visit job sites, including walking, climbing stairs, and standing for long periods of time. 

• Collaborative team setting with regular interaction with contractors, property teams, and leadership. 

• Fast-paced environment with concurrent deadlines across multiple markets. 

\nCompany Description

Bringing a unique depth of expertise to multifamily real estate. Through a strong pattern of reliable performance, an experienced leadership team and our collective tenure in the industry, we have become a trusted name in multifamily real estate.

Company Description

Bringing a unique depth of expertise to multifamily real estate. Through a strong pattern of reliable performance, an experienced leadership team and our collective tenure in the industry, we have become a trusted name in multifamily real estate.