What are the responsibilities and job description for the Project Coordinator position at Waymaker | Land Advisors & Surveyors?
About Waymaker
Waymaker is a land surveying and advisory firm built on a simple belief: landowners deserve more than just the facts — they deserve a partner who guides them with clarity, care, and expertise. We serve families, investors, attorneys, and real estate professionals across the Texas Hill Country, helping them make confident decisions about their land.
We are a team that holds each other to a high standard, invests in each other's growth, and takes pride in work that lasts. If you are organized, dependable, and thrive in a role where your attention to detail directly impacts other people's success — we'd love to meet you.
The Role
The Project Coordinator is the operational hub of Waymaker. You will be the person who keeps projects moving, clients informed, and the team organized from the moment a new job comes in to the moment it closes out. This role is built for someone who loves systems, thrives on follow-through, and takes quiet pride in making sure nothing falls through the cracks.
This is a full-time, on-site position based in our Fredericksburg, TX office.
What You'll Do
Project Tracking & Coordination
- Maintain clear, up-to-date visibility across all active projects — tracking timelines, milestones, and deliverables throughout the full project lifecycle
- Coordinate communication between clients, leadership, and internal teams, ensuring next steps are documented and followed through at every stage
Inbound Communication & Request Management
- Manage inbound calls, emails, and requests — capturing key details accurately and routing them to the right team member without delay
- Ensure every open request gets follow-up and closure; nothing gets lost or overlooked
Project Execution Support
- Assist with scheduling, milestone tracking, and documentation throughout each project
- Support project closeout processes including final documentation, file organization, and cross-team handoffs
- Coordinate plat administration and maintain accurate, accessible project records
Financial Workflow Support
- Assist with invoicing, billing coordination, and past-due follow-up
- Coordinate bank deposits and maintain confidentiality of all financial records
Office & Systems Operations
- Maintain organized project files and internal records
- Manage office supplies, inventory, and facilities coordination
- Track and coordinate fleet maintenance reminders
What We're Looking For
Required
- High school diploma required; business-related degree preferred
- Minimum 2 years of administrative or coordination experience
- Strong organizational and prioritization skills
- Clear written and verbal communication
- High attention to detail and accuracy
- Ability to manage routine tasks with consistency and care
- Comfortable working within systems, processes, and documentation
- Able to maintain confidentiality and adapt to change while maintaining structure
Preferred
- Experience in sales support, accounting, bookkeeping, or client onboarding
- Familiarity with CRM or project management platforms (like Go High Level)
- Experience with QuickBooks or invoicing systems
What Success Looks Like
This role wins through quiet consistency. Success is defined by what doesn't happen — missed details, dropped balls, and last-minute emergencies. When the Project Coordinator is operating at full strength, the team moves with confidence because they know the details are handled.
The person who thrives here:
- Is a natural facilitator. They love being given clear direction and running with it — no hand-holding required. They take ownership of what's in their lane and see it through.
- Finishes what they start. Open loops bother them. They don't rest easy until the project is closed, the file is organized, and the client is taken care of.
- Sweats the details. They catch what others miss — and they take quiet pride in that. Accuracy isn't just a standard; it's a personal commitment.
- Is wired to serve. They find genuine satisfaction in making things easier for the people around them. The team's success feels like their success.
- Loves being the connector. Client calls, follow-up emails, keeping conversations moving forward — this energizes them. They are the kind of person who makes clients feel like they are in good hands from the very first interaction.
What We Offer
- Competitive hourly pay: $16–$20/hr depending on experience
- Full-time, stable employment with a growing company
- A team that has each other's backs — and means it
- Work that matters: every project you coordinate helps a landowner make a better decision about their land and their legacy
How to Apply
If this sounds like the role you've been looking for, we'd love to hear from you. Apply directly through really with your resume and a brief note about why this role is a fit for you.
Pay: $16.00 - $20.00 per hour
Benefits:
- Health insurance
- Opportunities for advancement
- Paid time off
Work Location: In person
Salary : $16 - $20