Development Assistant / Project Coordinator

Caldwell Watson Real Estate Group, Inc.•Cypress, TX

just now

About The Position

We are seeking a highly organized, proactive, and strategic Development Assistant/Project Coordinator to support Caldwell Companies’ Residential Rental Team. This individual will play a critical role in ensuring the team operates efficiently by anticipating needs, managing communications, coordinating across rental brands, and maintaining structured documentation for complex development projects. The ideal candidate is professional, detail-oriented, and thrives in a fast-paced environment with a high degree of autonomy.

Requirements

Experience in an executive assistant or administrative support role.
Previous experience in real estate development or administration preferred.
Ability to manage multiple priorities and deadlines with flexibility and resourcefulness.
Ability to think ahead, solve problems proactively, and manage shifting priorities.
Excellent written and verbal communication skills.
Highly organized and able to maintain accurate project documentation.
Professional, polished, and able to handle sensitive information with discretion.
Strong interpersonal skills and ability to manage relationships across teams.
Proactive problem solver with strong prioritization skills.
Comfort in a fast-paced, deadline-driven environment.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Nice To Haves

Familiarity with project management tools, approval workflows (e.g., Titanium), and emerging AI tools for workflow optimization is a plus.

Responsibilities

Manage development calendars, schedule appointments, and coordinate meetings, site visits, and deadlines.
Coordinate logistics for internal and external meetings, including agendas, meeting minutes, and follow-up actions items.
Monitor and respond to emails on behalf of the Residential Rental Team, including ongoing inbox management.
Answer, screen, and direct incoming calls; take accurate messages and ensure timely follow-up.
Anticipate needs and proactively address potential issues or opportunities.
Arrange travel and accommodations and prepare detailed itineraries.
Prepare, submit, and track expense reports; support credit card management, reconciliation, and coding.
Support planning and execution of community groundbreakings, and internal planning sessions.
Lead software implementation and data transfers in Procore.
Assist with tracking and managing project timelines, milestones, and task follow-ups.
Coordinate and prepare materials for development review meetings, community planning sessions, and presentations.
Manage digital filing systems for easy retrieval of project data, including maintaining organized permits, legal, and regulatory documentation.
Review soft cost draw requests for accuracy and alignment with project budgets.
Facilitate Titanium approval workflows and ensure timely processing of required documentation.
Assist the Residential Rental Team with contract and proposal coordination.
Coordinate and set up accounts for new development projects and properties.
Serve as a key point of contact to facilitate communication among internal teams, consultants, vendors, and stakeholders.
Support Development Associates with various tasks related to project planning and execution.
Manage Business Unit mail and ensure timely distribution.
Maintain filing systems, both digital and physical.
Respond to incoming requests and inquiries from internal departments and external partners.