Project Development Coordinator

Welltower Careers•Dallas, TX

About The Position

The Project Development Coordinator is an organized, execution-focused role responsible for administrative and document workflows across Welltower development projects. The coordinator supports Development Leads, the Controller, and the Vice President of Development across the IL Cottage, Self-Development, and assigned Senior Housing portfolios. The role coordinates permitting and entitlement submissions, signature and contract routing, consultant documentation, bonds and letters of credit, project records, and cross-functional follow-through. The position focuses on coordinating and executing development workflows. Development judgment, design decisions, legal advice, fee and scope approval, accounting review, and final project approvals remain with the appropriate Development, Legal, Finance, and Controller teams. Travel is limited, with occasional local travel to municipal offices and project sites. Employment is contingent upon successful completion of applicable background, drug, employment, education, and credential screening.

Requirements

At least three years of experience in project coordination, transaction coordination, contract administration, or document control within real estate development, construction, architecture/engineering, title, or a real estate legal practice.
Experience owning document workflows across multiple internal departments and external counterparties under deadline.
Experience preparing and submitting municipal permit or entitlement applications in more than one jurisdiction.
Hands-on experience building and sending DocuSign envelopes.
Associate degree required.
Advanced working knowledge of Microsoft Excel, Word, Outlook, SharePoint, DocuSign, and Adobe Acrobat.
Experience using municipal permitting portals.
Strong attention to detail, numeric accuracy, written communication, follow-through, and judgment when handling confidential information.

Nice To Haves

Bachelor's degree in real estate, business administration, construction management, legal studies, or a related field.
Experience reading AIA G702/G703 forms and identifying missing lien waivers, unsupported lines, or retainage issues before routing.
Experience with W-9 and insurance verification and invoice approval routing.
Paralegal certificate or experience as a real estate paralegal or legal assistant.
Experience with surety bonds, letters of credit, or performance security in a development environment.
Experience with Yardi, Dealpath, and/or Procore.
Notary commission, or willingness to obtain one.
Experience in senior housing, single-family build-to-rent, or multifamily development.

Responsibilities

Prepare, assemble, and submit municipal and agency applications, including zoning, platting, site plan, building permit, utility, right-of-way, driveway, sign, and certificate of occupancy applications.
Maintain jurisdiction-specific requirements, including forms, fee schedules, payment methods, portals, submission standards, signature and notary requirements, and review cycles.
Track applications through issuance, including comments, response deadlines, resubmissions, entitlement conditions, expirations, and renewals.
Coordinate permit and impact fee processing, payment, and reconciliation against permit records.
Manage signature routing from identifying the appropriate signatory through execution, filing, and distribution.
Verify legal entity names, signature and notary blocks, exhibits, and page order before routing documents.
Maintain entity and execution records and send DocuSign envelopes for documents approved by Legal.
Coordinate consultant and contractor agreements from proposal intake through executed copies on file, while tracking deliverables against committed dates.
Order and track third-party reports, including environmental, geotechnical, property condition, appraisal, market study, title, survey, and zoning reports.
Collect and verify certificates of insurance, endorsements, and W-9 forms; monitor expiration dates and follow up on outstanding items.
Coordinate routing and filing of land documents, including parcel subdivisions, lot line adjustments, dedication plats, easements, access agreements, and reciprocal easement agreements.
Manage administrative workflows for surety and performance bonds and letters of credit, including applications, broker coordination, routing, delivery, renewals, and releases.
Route and track covenants, restrictions, development agreements, operator consents, and HOA approvals.
Maintain organized project records in SharePoint, Dealpath, and other development systems, including task status, critical dates, phase gates, permits, reports, executed documents, and correspondence.
Maintain change order logs, including numbering, status, value, exhibits, routing, and execution dates.
Process simple invoices and reconcile IL Cottage funding against accounting system records as needed.
Assemble signature-ready draw packages and collect supporting lien waiver and insurance documentation for review by the Controller team.
Prepare meeting agendas, capture action items and due dates, publish minutes, and follow through on open items.
Produce weekly status reports on overdue and at-risk items, prompt responsible parties ahead of deadlines, and escalate blockers when needed.
Regularly audit project files against required document checklists and report gaps.