Capital Project Coordinator

The Cap-Ex Assistant reports to the Administrative Director of Construction and Capital Expenditures and plays a key role in supporting capital initiatives across 40 senior living communities. This position is responsible for coordinating capital project documentation, processing and tracking CapEx invoices, maintaining accurate system records, and partnering with accounting, construction, and operations teams to ensure financial accuracy, compliance, and timely execution of capital projects.

Qualifications

Required Qualifications

• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple priorities and deadlines in a fast‑paced environment
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Clear and professional written and verbal communication skills
  
  
  

Preferred Qualifications

• Experience with Yardi or similar property management or accounting systems
• Background in senior living, property management, facilities, construction, or capital project support
• Prior experience with invoice processing, contract administration, or project tracking
  
  
  

Key Requirements:

Capital Project & Financial Coordination

• Accurately code, process, and track capital expenditure invoices in alignment with approved project budgets
• Enter, update, and maintain capital project data and invoice records within Yardi
• Create, track, and reconcile non‑budgeted capital requests in collaboration with leadership
  
  
  

Documentation & Contract Management

• Prepare, track, and finalize capital contracts, vendor documentation, and supporting project files
• Maintain organized, complete, and audit‑ready capital project documentation
• Ensure capital records meet internal controls and documentation standards
  
  
  

Cross‑Functional Collaboration

• Coordinate with accounting teams to support timely approvals and accurate financial reporting
• Partner with regional maintenance directors and community leadership to collect and validate required documentation
• Serve as a point of contact for capital invoice, documentation, and project tracking inquiries
  
  
  

Reporting & Administrative Support

• Develop and maintain logs, reports, and tracking tools using Microsoft Office
• Provide administrative and coordination support to the construction and capital expenditures team as needed
• Assist with special projects and ad hoc requests related to capital initiatives
  
  
  

Culture Ambassador

• Models the core values of the company:
• We Care About People
• We Do the Right Thing
• We are Passionate, Have Fun, and Celebrate Success
• We Speak Up! It’s Our Responsibility
• We Take Ownership and Add Value
• We are Respectful
• Ensures all personnel exemplify the core values of the company at all times.
  
  
  

Physical/Sensory Requirements

This is a stationary position - requires minimal lifting and sitting over 50% of the time. Occasional standing, walking, and presenting in meetings or at events may be required.