Executive Assistant and Development Coordinator

We are currently seeking a Development Coordinator to assist with administrative and process-oriented tasks relating to the development of our residential communities. The Development Coordinator directly supports the Senior Development Coordinator, Project Managers and General Managers within the Residential Land Development Team.  The Development Coordinator is directly involved in the land development process before land acquisition, during development, and through establishment and operation of the community association and other public entities.  Due to the breadth of the duties combined with the numerous parties involved in the process, the Development Coordinator role requires a high-level of organizational skill, attention to detail, and coordination of internal and external clients. 

Ideal candidates should exhibit proficiency in communicating effectively both in writing and verbally, utilizing Microsoft Office and Sales Force applications, and creatively solving problems.  Given the adaptability and flexibility required by the position, an individual with a positive attitude, strong initiative, and a willingness to learn is well suited for success in this role. 

Responsibilities:

Residential Development
Market research, plat coordination, bonding, addressing, USPS mail coordination, dry utility coordination, amenity coordination, scheduling.

Builder Sales
Builder lot contract administration, takedown schedule, lot closings, preparation of deeds and lien releases, database management and reporting.

Community HOA
Coordination of deed restrictions, amendments and annexation documents, land ownership to HOA, builder guidelines, common area addressing & utilities, coordinate with HOA management staff board of director day-to-day operations.

Municipal Utility Districts
Coordination of annexation/creation documents, ownership deeds/easement documents (if required), assist with MUD values (current lot inventory, home sale and construction activity, tax accounts, purchase/ownership documents).

Contract Administration
Procurement of materials, request for proposals, analysis of bids, and preparation of contracts.

Accounting
Collection of builder marketing and true up fees and builder reimbursements.  

Management, Coordination & Other duties
Manage e-mails for our development team lead as well as the calendars of the development team.  Create, Manage & coordinate a master development team calendar of all events, deadlines, and key initiatives.  Correspond on behalf of development senior leaders in coordinating meetings and follow up items.  Meet weekly with senior leaders on key items for follow up and next steps. 

Manage Project Coordinators, continuous improvement, maintaining filing system and administrative duties.  Manage and assist in team’s productivity on projects.  Organize and assist weekly meetings with the development team to discuss upcoming needs, key deadlines, and drive accountability. Coordinate and manage consultants and outside guests for priority meetings. 

Attend meetings as needed, so as to be in-the-loop on various development items.  Monitor the success of development defined goals, adjusting as needed.  Prepare monthly development reports as needed.  Monitor monthly expenses and assist with budget reconciliation.  Manage and support database management for all development projects through Salesforce.  Assist with corporate events and tasks as needed.  Various other administrative tasks as assigned.

 

Additional Qualifications

Bachelor’s degree, Master’s degree a plus, excellent communication and organizational skills and the ability to manage details efficiently, while producing high quality work in time restrictions. 

Experience with Land Development, Builder Sales, Sage Timberline; Smartsheet & Salesforce a plus with strong computer skills in Microsoft Office including Word, Excel, Outlook, and PowerPoint.

Strong leadership skills that allow for management of many different areas and ideas, flexible and able to reprioritize assignments as often as needed.  

Ability to work effectively in a fast-paced environment with multiple priorities and frequent deadlines, ability to identify areas of improvement and make suggestions on how to, ability to work independently as a self-starter, positive, can-do attitude and team player. 

 

Compensation & Benefits:

Health, Vision, Dental, 401(k)

Caldwell Companies is a fully integrated real estate firm specializing in commercial and residential investment and development, as well as commercial brokerage and management services.  With a tradition of integrity and dedication to excellence, we build unique amenity-rich living environments that improve the community at large.  We view our work and the way we conduct ourselves as serving our stated vision of “honoring God, by stewarding resources, cultivating positive, lasting relationships and building extraordinary communities that enrich lives.”   We are committed to being one of the top planned community developers in the United States through great teamwork and building upon our mission of Doing it Right, Right Now.

Caldwell Communities is our residential development company that has created award-winning master-planned communities throughout Greater Houston and College Station. Our signature is building amenity-rich communities centered around that elusive “sense of place” that brands it as unique and brings neighbors together. With our strong foundation as a premier developer, we have been able to partner with the industry’s best builders, designers, planners and contractors to custom design incredible neighborhoods for generations of local families.  We’re committed to building extraordinary communities that foster an unparalleled lifestyle that is active and builds relationships. Caldwell Communities are more than simply places to live – they are places where lives are enriched.

 

 

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