Project Administrator, Facilities

Position:Project Administrator, Facilities

Location: Oak Brook , ILLINOIS

Job :308

# of Openings:1

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.

• 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.

• 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.

• 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,…