Contracts Administrator

Jobvite, Inc.; California, Northern (MO, KY); Hybrid; USD 63,000 - 77,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(k) with company match

PTO and paid holidays

Life insurance

Job summary

Gaines Investment Trust in La Jolla, CA, is seeking a Contracts Administrator to manage contract administration, change orders, and invoicing through project closeout. This full-time, on-site position collaborates with Project Management and Accounting to ensure accurate documentation and timely payments.

The role requires 3+ years in contract-related roles, sharp attention to detail, and strong organizational skills.

Qualifications

• 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.
• Strong organizational skills and the ability to manage many active projects at the same time.
• Able to work full-time in our La Jolla office.

Responsibilities

• Identify projects, prepare scopes and RFPs, obtain and evaluate bids, negotiate pricing, and select the vendor.
• Ensure contracts are completed and signed, with proper documentation and instructions to begin work.
• Administer change orders and review invoices and progress payments.
• Collect lien releases and coordinate with Project Management and Accounting through final payment and project closeout.

Skills

Contract administration

Attention to detail

Organizational skills

Vendor coordination

Communication

Tools

Microsoft Word

Excel

Outlook

ChatGPT

Claude

Job description

Contracts Administrator

Gaines Investment Trust | La Jolla, CA
Full-Time | On-Site

Interested in joining Gaines Investment Trust? Tell us more than your résumé can.

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

$70,000 base salary

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.