Development Assistant / Project Coordinator-Residential Rental

Description

About Caldwell Companies

Caldwell Companies is an award-winning, fully integrated real estate development and investment firm based in Houston, Texas. For more than 35 years, we have been developing large-scale master planned communities, commercial developments, residential rental communities, and managing real estate investments with a commitment to excellence. As a faith-based, lifestyle-focused organization, we are dedicated to creating exceptional places that enrich lives.

Consistently recognized by the Houston Business Journal as one of the Best Places to Work, Caldwell Companies offers a fast-paced, entrepreneurial environment grounded in integrity, teamwork, and selfless service. Our culture values respect, accountability, and personal growth, empowering individuals to thrive while working toward shared goals. Guided by our mission - Doing it right. Right now.® - we strive for excellence in everything we do and offer competitive compensation and benefits to support our team.

Position Summary

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.

Key Responsibilities

Development & Administrative Support

• 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 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.

Development Project Support

• 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.
• Contract and development draw support.
• 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.

Operations & Office Responsibilities

• 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.

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

Why Join Us

• Work alongside a dynamic, visionary leadership team shaping the future of communities.
• Opportunity to make a tangible impact on long-term, high-profile development projects.
• Competitive compensation, benefits package & collaborative team culture.

Caldwell Companies is an equal-opportunity employer.