Project Administrator, Construction

JVM Realty Corporation; Oak Brook (IL); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health insurance

401(k) plan with matching funds

Housing discount

Paid holidays

Tuition assistance

Telehealth

Job summary

JVM Realty Corporation is seeking a Project Administrator, Facilities in Oak Brook, IL to manage documentation, compliance, and vendor records for a multi-market capital program.

You will input purchase orders, code invoices, and support AI-assisted drafting of correspondence and reports, enabling the Project Manager to focus on scope and field oversight.

Qualifications

• Minimum of 3 years of experience in construction project coordination, capital projects, or property/facilities administration.
• Experience supporting renovation or capital improvement projects from planning through closeout.
• Ability to manage a high volume of concurrent projects across multiple markets with strong attention to detail.
• Excellent written and verbal communication with contractors and property teams.
• Familiarity with project documentation and contract terminology; comfortable using new software.

Responsibilities

• Maintain complete project documentation including contracts, scopes of work, schedules of values, submittals, and closeout packages.
• Track COIs, W-9s, contractor licensing, and permit status; keep records current and audit-ready.
• Process payment applications, lien waivers, and retainage documentation.
• Prepare and route contracts for signature; maintain executed-contract file.
• Organize project files for easy retrieval of status and history.
• Serve as day-to-day contact for contractor correspondence and follow-up.

Skills

Documentation

Compliance tracking

Vendor management

Scheduling

Reporting

AI-assisted drafting

Education

Bachelor's degree (preferred)

Tools

Entrata

Yardi

RealPage

MRI

Microsoft Office

Job description

Position:Project Administrator, Facilities

Location: Oak Brook , ILLINOIS

Job Id: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.

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.
• 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:

• Competitive Salaries That Are Market-priced Annually
• Housing Discount & Housing Rental Discounts
• Comprehensive Health, Vision, and Dental Insurance
• Reimbursement for Fitness Centers
• Telehealth and Flexible Spending Accounts
• Short and Long Term Disability Coverage
• Generous Time Off and Company Paid Holidays
• 401(k) plan with matching funds
• Community Volunteer Days
• Tuition Assistance
• Maternity Leave
• Life and AD&D Insurance
• Employee Assistance Program
• Identity Theft Protection
• Pet Insurance
• Hospital Confinement and Critical Illness Protection

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.