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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.
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.