Design-Build Operations Coordinator

About MPD Custom Homes

MPD Custom Homes is a premier, boutique residential design-build firm dedicated to crafting custom homes. Known for architectural integrity, master-level craftsmanship, and a highly collaborative client experience, we guide homeowners seamlessly from initial architectural concepts through construction to turnkey completion. Our workflow is fast-paced, fluid, and deeply detail-oriented. We pride ourselves on a culture of excellence, absolute accountability, and clear communication—ensuring that the journey of building a custom home is as flawless as the structure itself.

Title: Design-Build Operations Coordinator

Location: Hybrid
(Remote environment with occasional in-person site/client/team meetings)

Are you a sharp, assertive, and proactive professional who thrives in a dynamic, high-end creative environment? Do you possess the rare combination of bulletproof administrative skills, financial meticulousness, and the drive to stay three steps ahead of a busy business owner? MPD Custom Homes is seeking a high-caliber Design-Build Operations Coordinator to serve as the operational backbone of our residential design-build firm. Working directly alongside the Owner, you will play a critical role in managing the operational lifecycle of luxury home projects. From facilitating high-stakes client proposals and QuickBooks invoicing to mastering internal calendars and document organization, you will keep our office executing at peak efficiency.

This is not a passive, "wait-for-instruction" desk job. We operate in a fast-paced, high-pressure industry where priorities shift rapidly. We are looking for a motivated self-starter who commands their desk, navigates tight deadlines with composure, and communicates with impact. If you love design and construction, have an eagle eye for detail, and are eager to master the inner workings of a premier custom home firm, we want to hear from you.

Position Overview

The Design-Build Operations Coordinator is a multifaceted operational role designed to optimize the Owner's productivity and elevate the client experience. This position balances two primary domains: client-facing financial/contractual administration and internal organizational management. The ideal candidate functions as an assertive gatekeeper and project coordinator, ensuring that all proposals, contracts, billing cycles, and communication matrices run smoothly in a fast-paced, deadline-driven environment.

Key Responsibilities

1. Client-Facing Documentation & Financial Facilitation

• Proposals & Estimates: Collaborate with the Owner to compile, format, and review client proposals and project cost estimates. Ensure flawless formatting and zero-error data verification before presentation.
• Contracts: Draft, organize, and track residential design-build agreements, addenda, and subcontractor contracts. Manage the digital signature pipeline and archive executed copies.
• Invoicing & QuickBooks Administration: Manage the client invoicing lifecycle within QuickBooks. Generate accurate progress billings, track draws, process client payments, and issue change-order adjustments in real-time.

2. Internal Administration, Billing & System Coordination

• Internal Bookkeeping: Facilitate basic accounts payable and receivable, input subcontractor invoices, verify receipts, and reconcile accounts under the guidance of the external CPA/Owner.
• Calendar & Email Management: Ruthlessly prioritize the Owner’s Google Calendar. Schedule client consultations, site visits, and vendor meetings. Monitor and triage the Owner's Gmail to surface high-priority action items.
• File & Project Organization: Maintain an immaculate Google Drive filing structure. Organize project photos, architectural plans, permits, and product selections, ensuring the team can locate assets instantly.
• AI Workflow Integration: Utilize Google Gemini to accelerate administrative output, generate initial correspondence drafts, synthesize meeting transcripts, and optimize recurring office documentation.

Required Core Competencies & Traits

• Assertive & Motivated: Possesses a strong professional presence. Comfortable asking clarifying questions, managing up, following up with external parties, and taking full ownership of administrative outcomes.
• Thrives Under Pressure: Operates seamlessly within a rapid-fire, high-stakes luxury services market. Maintains emotional composure and analytical clarity when managing shifting timelines.
• Advanced Multitasking & Prioritization: Natural capability to juggle multiple active client projects simultaneously, filtering the "noise" to focus strictly on high-impact, time-sensitive tasks.
• Meticulous Attention to Detail: Zero tolerance for spelling, formatting, or mathematical errors. Understands that a minor typo in a contract or invoice directly impacts profitability and firm reputation.
• Coachability & Speed: A lightning-fast learner who absorbs direction quickly, retains instructions from a single brief, and iteratively improves processes.

Technical Qualifications

• Google Workspace Ecosystem: Master-level efficiency in Gmail, Docs, Sheets, and Calendar. Familiarity with (or immediate adaptability to) utilizing Google Gemini for business productivity.
• QuickBooks Online: Hands-on experience navigating QuickBooks for client invoicing, expense categorization, and basic financial reporting.
• Industry Experience (Strong Plus): Direct exposure to custom home building, architecture, interior design, luxury real estate, or commercial construction administration is highly preferred but not mandatory for a standout candidate.

How to Apply

Interested candidates should submit a tailored cover letter and resume detailing their experience navigating fast-paced administrative roles to carrie@mpd.homes with the subject line "Design-Build Operations Coordinator – MPD Custom Homes". In your cover letter, please highlight a specific instance where your assertiveness and attention to detail resolved a complex organizational challenge.

Pay: $23.00 - $35.00 per hour

Work Location: Hybrid remote in Williamsburg, VA 23185

Salary : $23 - $35