Company Overview Shadow Rock Construction is a premier luxury custom home builder dedicated to crafting exceptional, high-end residences. We pride ourselves on fine craftsmanship, meticulous attention to detail, and delivering an unparalleled client experience. We are seeking a highly organized, tech-savvy, and proactive Operations Coordinator to manage and elevate our day-to-day business processes. This is a dynamic, multi- faceted role designed for someone who thrives on creating structure, optimizing workflows, and keeping both people and projects moving forward smoothly. Working closely with the business owner and our field project teams, you will act as a central hub for operations, technology integration, and administration.
Primary Responsibilities:
Process Optimization & Technology Integration Workflow Development:
Help design, document, and manage scalable internal company processes to enhance overall organizational efficiency.
AI &Tech Adoption:
Assist in evaluating, implementing, and utilizing modern AI tools and digital platforms to optimize construction estimating, project documentation, client communication, and routine administrative tasks.
Continuous Improvement:
Proactively identify bottlenecks in daily operations and propose technology-driven or structural solutions.
Assist the management team with construction estimating, including organizing subcontractor and vendor bids, verifying pricing data, and updating active project budgets.
Schedule Maintenance:
Help monitor and update construction master schedules, tracking critical milestones, material lead times, and project deadlines.
Vendor & Subcontractor Liaison:
Serve as a primary point of contact for subcontractors, suppliers, and vendors to request quotes, verify compliance documents, track material deliveries, and gather status updates.
Client Relations & Administrative Support Professional Communication:
Maintain clear, professional, and timely communication with high-end clients, delivering project updates and addressing administrative inquiries.
Documentation Control:
Prepare, organize, and maintain highly accurate spreadsheets, client proposals, change orders, contracts, and other critical project documentation.
Marketing & Social Media:
Assist the owner in managing company brand presence by capturing, organizing, and posting project photos, construction milestone updates, and relevant marketing content.
The Ideal Candidate Required Qualifications & Skills Organizational Excellence:
Exceptional time-management skills with a proven ability to manage multiple competing priorities and follow up consistently without oversight.
Tech-Minded Aptitude:
Highly proficient with Microsoft Office Suite (advanced Excel and Word) and Adobe Acrobat products.
Communication:
Superior verbal and written communication skills suitable for interacting with luxury clientele, design professionals, and tradespeople.
Ownership Mindset:
A proactive problem-solver who takes complete ownership of tasks and thrives in a fast-paced, fluid boutique business environment. Preferred (But Not Required) Qualifications Experience or background in luxury custom construction, architecture, or interior design. Hands-on familiarity with AI productivity tools or automated workflow software. Experience with specialized industry software such as construction project management platforms (e.g., Procore, CoConstruct, Buildertrend), CAD, Revit,or SketchUp. Basic knowledge of digital marketing or professional social media management. Why Join Us? This is not a traditional, stagnant administrative assistant role. At Shadow Rock Construction, you will be a strategic partner in our growth. We want an ambitious professional who wants to drive processes, master cutting-edge operational technology, and become an indispensable leader on our operations team as we build the area's finest custom homes. Please submit your resume for consideration to hr@shadowrockgroup.com .
