Development Assistant / Project Coordinator

About the role

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.

Key Responsibilities

• Manage development calendars, schedule appointments, and coordinate meetings, site visits, and deadlines.
• Cook up logistics for internal and external meetings, including agendas, meeting minutes, and follow-up action 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.
• Cook up materials for development review meetings, community planning sessions, and presentations.
• 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.
• Aid the Residential Rental Team with contract and proposal coordination.
• Cook up 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.