Operations Coordinator

Company Overview

WHO WE ARE

Sebastian is a deliberately assembled construction management firm that is passionate about our work within the luxury residential construction market. Established in 1948, our company executes projects throughout Texas.

We are seeking a highly organized, driven, and detail-oriented Operations Coordinator to provide essential support to our Director of Operations as well as general office duties. This role sits at the intersection of administrative excellence, operational coordination, and relationship management—with a strong emphasis on calendar control and meeting coordination.

WHAT WE ARE LOOKING FOR:

ADMINISTRATIVE SUPPORT

• Prepare and submit expense reports
• Manage and prioritize email communications, flagging or responding as appropriate
• Calendar management including scheduling internal/external meetings and protecting executive time
• Coordinate travel arrangements
• Organize and maintain documentation related to legal and risk
• Provide personal administrative support to the Director of Operations as needed, ensuring seamless daily organization and efficiency.
• Will sit at the front desk of our Dallas office, as needed.

CONTRACT MANAGEMENT

• Draft, redline, and manage version control for General Conditions Agreements, Short Form Contracts, and Prime Contracts
• Maintain summaries of negotiated terms comparing final redlines vs. boilerplates
• Coordinate execution via DocuSign

MEETING COORDINATION

• Prepare agendas, materials, and communications for meetings
• Populate critical meeting information, agendas, and meeting minutes.
• Manage office supplies, snacks, and overall organization of the Houston and Austin offices

FINANCE & BUDGET

• Assist in creating and tracking the Houston and Austin Operations budgets
• Review and approve bills as needed

BUSINESS DEVELOPMENT SUPPORT

• Maintain and update the Prospect Tool with active leads
• Coordinate weekly outreach efforts and log executive touchpoints in Salesforce
• Support the Business Development team
• Send weekly updates
• Collaborate with accounting to update fee and revenue projections

WHO WE ARE LOOKING FOR:

• A strong administrative background with proven skills in email management, calendar management, and is tech savvy.
• Self-starter who is motivated and ready to take ownership and is extremely dependable
• Independent worker who is capable of working autonomously outside of a team environment
• Excellent communicator who is not afraid to have direct, honest conversations
• Someone adaptable and patient enough to learn how an executive operates—and able to align accordingly
• Fast, accurate typing and ability to stay on top of details
• Achievement-oriented and enjoys taking on challenges, even if they might fail
• Detail-oriented and organized with a natural sense for managing moving parts
• Familiarity with the construction industry (or interest in learning more) is a plus

EXPERIENCE REQUIREMENTS:

• Bachelor's degree is desired but not required
• A minimum of 5 years' experience in admin support or executive support is required
• Proficiency in Outlook, Excel, Adobe and MS Word required, Microsoft Project is a plus
• This is an in-office position in Dallas.

BONUS POINTS FOR:

• Experience with Salesforce, Sage, Bloom Growth, or similar platforms
• Experience in or with construction

WHAT WE OFFER

Sebastian is a family-oriented workplace that maintains a deep level of care for each of its team members. We offer competitive salaries, full-time benefits, 401(k) savings, and paid time off. Furthermore, our endeavor is that each of our employees would be provided clear expectations on all work-related tasks and performance. We also look to extend growth opportunities to our employees by offering internal leadership training programs and cultivating organic mentorship within the work environment. For all Sebastian positions, we aim to first hire applicants based on their character, to aptly place them into a position where they can thrive, and to continually provide them with room to grow with us.

Job Type: Full-time

Application Question(s):

• How many years, if any, Construction experience do you have?

Experience:

• Administrative: 5 years (Required)

Ability to Commute:

• Dallas, TX Required)

Work Location: In person