Senior Project Administrator/Operations Manager

About Douglas Wilson Companies

For over 35 years, Douglas Wilson Companies (DWC) has been a national leader in providing specialized real estate, receivership, and fiduciary services. As we enter a new phase of growth fueled by decades of trusted relationships and brand strength, we are seeking a Senior Project Administrator / Operations Manager to support our executive team and project managers in delivering disciplined, high-quality service.

Position Summary

This newly created role will work directly with the CEO, President, and senior project managers to ensure comprehensive oversight and tracking of DWC’s growing portfolio of projects — from inception to completion. The ideal candidate is a highly organized, assertive, and professional individual who thrives in a fast-paced environment and can provide the operational backbone needed to support DWC’s continued success.

Key Responsibilities

Project Oversight & Coordination

• Track all active projects from kick-off to completion.
• Coordinate and lead project kick-off meetings with project managers; maintain and distribute standardized project initiation checklists.
• Develop and manage detailed project timelines, including reporting deadlines, court updates, and payment application schedules.
• Maintain centralized tracking of bonds, insurance, and compliance items for all projects.
• Ensure legal documentation (e.g., receivership orders, consulting agreements) is reviewed in collaboration with DWC’s counsel at project inception.

Operational Discipline

• Monitor and document external counsel assignments and fees to report the allocation of legal work to executive management.
• Support the leadership team with regular reporting on project status, resource allocation, and compliance milestones.
• Maintain organized records and tracking tools to enable data-driven decision-making by the executive team.

Process Improvement

• Recommend and implement administrative processes that improve efficiency and scalability.
• Serve as a key liaison between project teams and senior leadership to ensure accountability and clarity on responsibilities.

Qualifications

• 7+ years of - operational and/or project management experience in professional services, legal, real estate, or related fields.
• Experience working closely with executive teams and managing multiple high-stakes projects simultaneously.
• Strong organizational and time-management skills, with demonstrated ability to track complex projects with multiple stakeholders.
• Exceptional communication skills (written and verbal).
• Proficient with project management tools (e.g., MS Project, Smartsheet, or equivalent) and Microsoft Office Suite.
• A proactive, professional, and assertive approach — comfortable working in a high-expectation environment.
• Familiarity with legal, real estate, bankruptcy, or receivership processes a plus.
• Paralegal background, preferred.

Why Join Us

• Opportunity to play a pivotal role in a nationally recognized company at an exciting point of growth.
• Direct interaction with an accomplished executive team and seasoned managers.
• A values-driven, relationship-focused company with a strong track record of success.

Compensation

Competitive salary commensurate with experience, plus benefits package.