| Location | Oak Brook, Illinois |
| Website | https://www.jvmrealty.com |
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. COMPENSATION & BENEFITS Compensation: The pay range for this position is $60,000-80,000. JVM Management, Inc. determines individual pay within this range based on factors including qualifications, experience, scope of responsibilities, and internal equity. This pay range reflects a good-faith estimate of compensation at the time of posting. Final compensation will be determined at the time of offer. Benefits available for this position include:
JVM Realty is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. |