Operations Coordinator

Family Office; Austin (TX); On-site; USD 52,000 - 80,000; Full time

Job summary

Family Office in Austin, TX is seeking an Operations Coordinator to serve as the operating backbone for a small, ambitious real estate platform. You will run day‑to‑day rhythm, keep deals organized, prepare leadership, and coordinate vendors while advancing the company’s development program.

You’ll own the deal operations, assemble data packets, draft communications, and use Claude/Gemini AI tools to drive efficiency.

Qualifications

• Bachelor’s degree in Finance, Business, Engineering, Math, or related analytical field.
• 1–2 years of professional experience post‑graduation in operations/real estate/finance.
• Proficient in Microsoft Excel and Google Workspace; daily use of Claude/Gemini/AI tools expected.
• Owner mindset: proactive, anticipates gaps, follows up before asked.
• Genuine curiosity about how complex real estate platforms run.

Responsibilities

• Own the executive operating cadence: calendar, prep, travel, expenses for leadership.
• Manage deal operations: closing checklists, critical dates, document organization.
• Pull data and build packets for lenders and equity packages.
• Draft routine professional communications (LOIs, follow-ups, meeting recaps).
• Coordinate vendors and consultants; manage scheduling and timelines.
• Leverage AI tools to improve efficiency and reporting.

Skills

Excel

Google Workspace

Claude

Gemini

AI tools

Education

Bachelor’s degree in Finance, Business, Engineering, Math, or related analytical field

Job description

We are an entrepreneurial family office focused on high-stakes, large-scale real estate development. Our platform specializes in raw land transformation, infrastructure, and community-building at scale. We are looking for a sharp, ambitious operator who treats organization, anticipation, and follow-through as competitive advantages.

About Us

We are an entrepreneurial family office focused on high-stakes, large-scale real estate development. Our platform specializes in raw land transformation, infrastructure, and community-building at scale. We are looking for a sharp, ambitious operator who treats organization, anticipation, and follow-through as competitive advantages.

The Role

The Operations Coordinator will serve as the operating backbone for the leadership team. This is a high-impact role centered on running the day-to-day rhythm of a small, ambitious real estate platform: keeping deals organized, leadership prepared, vendors coordinated, and the dozens of moving pieces of a development company in sync. You will see the entire board of how a complex development platform actually runs, with direct exposure to executives and a clear path to expand scope as you grow into the work.

Key Responsibilities

• Executive Operating Cadence: Own the calendar, meeting prep, travel logistics, and expense workflow for the leadership team. You see the next month before anyone asks, and you make sure they walk into every meeting prepared, briefed, and on time.
• Deal Operations & Data Room Discipline: Own the operating layer underneath every active deal. Maintain closing checklists, track critical dates (DD periods, deposit triggers, closing windows), enforce file naming conventions, and ensure that “where is that document” is never a question anyone has to ask twice.
• Research & Packet Assembly: Pull the data and build the packets that move deals and decisions forward. Comp pulls, public record retrieval, supporting documents for lender and equity packages, and the kind of structured research that turns a “can you find out” question into a one-page answer.
• First-Draft Communications: Draft the routine professional communications that keep deals moving. LOI templates populated against new acquisitions, broker and counterparty follow-ups, meeting recaps, and internal memos. Senior team members edit; you draft.
• Vendor & Consultant Coordination: Manage logistics across the external bench. Surveyors, environmental consultants, title companies, insurance providers, and county officials. You handle scheduling, document handoffs, and timeline enforcement so deals do not slip on coordination gaps.
• AI-Driven Efficiency: Use AI tools to make routine work faster and cleaner. We will teach you how we use Claude across drafting, research, and reporting, and we expect you to lean in, find efficiencies, and share what is working back to the team.

Qualifications

• Educational Background: Bachelor’s degree in Finance, Business, Engineering, Math, or a related analytical field.
• Experience: 1 to 2 years of professional experience post‑graduation, ideally in a fast‑moving operations, consulting, finance, or real estate environment. Substantive internships count.
• Technical Stack: Proficient in Microsoft Excel and the Google Workspace ecosystem. AI tools are a lifestyle here, not a hobby; daily, fluent use of Claude, Gemini, or similar is the expectation from day one.
• Operating Mindset: An “owner” mentality. You do not wait for a task list; you spot the gap and close it. You read between the lines of an email, anticipate the next step, and follow up before you are asked.
• Subject Matter Interest: A genuine curiosity about how complex real estate platforms actually run, from raw land entitlement to development financing. You do not need to know it yet, but you should want to learn it.

Compensation

• Base Salary: Competitive, with growth tied to demonstrated performance and expanding responsibility.
• Growth: This isn’t a “cog in the machine” role. You will work directly alongside leadership, gain exposure to every part of the business, and have a clear path to take on broader operational ownership as you grow into the role.