Contract Administrator

Gaines Investment Trust; San Diego (CA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Bonus up to 15% of base

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with company match

Paid holidays

PTO

Job summary

Gaines Investment Trust is seeking a Contracts Administrator to manage contract administration, change orders, and lien releases for multiple projects. You will work closely with Project Managers and Accounting to ensure timely payments and compliance, reporting to the La Jolla office.

Ideal candidates have 3+ years in contract or project administration, strong organizational skills, and proficiency with AI tools and MS Office.

Qualifications

• 3+ years of contract administration, construction administration, project administration, or similar experience.

Responsibilities

• Identify projects, prepare scopes and RFPs, obtain and evaluate bids, negotiate pricing, and select the vendor.
• Contracts Administrator handles back-end processes, delivering contractual documents and instructions to begin work.
• Complete contracts, ensure vendor insurance and documentation, administer change orders, review invoices and progress payments, collect lien releases, and coordinate with PM and Accounting through closeout.

Skills

Attention to detail

Organizational skills

Vendor coordination

Communication

Tools

ChatGPT

Claude

Microsoft Word

Excel

Outlook

Job description

About Us

Gaines Investment Trust is a family-owned real estate company founded in 1966. We own about 8,300 apartments across 32 communities in six states - California, Arizona, Nevada, Texas, Oklahoma, and Kansas.

We are not a third-party management company. We own everything we manage, and we manage nothing we don’t own. We buy good long-term locations, hold them, take care of the buildings, and take care of our residents. Everyone who works here is expected to think like an owner, because they work for one.

The Job

Our Project Managers identify projects, prepare scopes and RFPs, obtain and evaluate bids, negotiate pricing, and select the vendor.

Once that work is complete, the Contracts Administrator takes over the back-end process and gets the contractor the contractual documents and instructions to begin the work.

You will be responsible for getting contracts completed and signed, making sure vendor insurance and other required documentation is in place, administering change orders, reviewing invoices and progress payments, collecting lien releases, and working directly with both Project Management and Accounting through final payment and project closeout.

What We Are Looking For

• 3+ years of contract administration, construction administration, project administration, or similar experience
• Experience working with contracts, vendor invoices, change orders, Certificates of Insurance, and lien releases
• Exceptional attention to detail and follow-through
• Someone who catches discrepancies instead of simply processing what is handed to them
• Strong organizational skills and the ability to manage many active projects at the same time
• Comfortable working directly with vendors, Project Managers, and Accounting
• Strong ChatGPT, Claude, Microsoft Word, Excel, and Outlook skills
• Able to work full-time in our La Jolla office

What We Offer

Bonus up to 15% of base

Benefits include Medical, Dental, and Vision Insurance, 401(k) with company match, PTO, paid holidays, life insurance, and additional voluntary benefits.