Contracts Administrator

GAINES INVESTMENT TRUST; San Diego (CA); On-site; USD 63,000 - 77,000; Full time

Benefits offered by this job

Base salary

Bonus potential

Benefits package

Job summary

Gaines Investment Trust in La Jolla, CA is seeking a Contracts Administrator to join our on-site, full-time team. You will manage contract lifecycles, coordinate with Project Management and Accounting, and ensure all documents and invoices are processed accurately.

The role emphasizes attention to detail, vendor coordination, change orders, lien releases, and ensuring compliance with insurance requirements, with a base salary of $70,000 and a bonus potential.

Qualifications

• 3+ years of contract administration, construction administration, project administration, or similar experience.
• Experience with contracts, vendor invoices, change orders, Certificates of Insurance, and lien releases.
• Exceptional attention to detail and follow-through.
• Strong organizational skills to manage many active projects.
• Able to work full-time in the La Jolla office.

Responsibilities

• Identify projects, prepare scopes and RFPs, obtain and evaluate bids, negotiate pricing, and select the vendor.
• After award, manage back-end process and deliver contractual documents and instructions to begin work.
• Ensure contracts are completed and signed; verify vendor insurance and documentation.
• Administer change orders, review invoices and progress payments.
• Collect lien releases; coordinate with Project Management and Accounting through closeout.

Skills

Contract administration

Vendor coordination

Attention to detail

Multi-project management

Vendor communication

Accounting liaison

MS Word

Excel

Outlook

Tools

MS Word

Excel

Outlook

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.