Contracts Administrator

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

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with company match

PTO

Paid holidays

Life insurance

Voluntary benefits

Job summary

Gaines Investment Trust in La Jolla, CA is seeking a Contracts Administrator to manage contract documents, coordinate with project teams, and ensure insurance and compliance paperwork are complete. You will finalize contracts and guide the back-end processes through project closeout.

You will review invoices, administer change orders, collect lien releases, and partner with Project Management and Accounting to ensure timely payments and accurate records.

Qualifications

• 3+ years of contract administration or similar experience.
• Experience with contracts, vendor invoices, change orders, Certificates of Insurance, and lien releases.
• Exceptional attention to detail and follow-through.
• Ability to catch discrepancies and not just process requests.
• Strong organizational skills to manage many active projects.
• Comfortable working directly with vendors, Project Managers, and Accounting.
• Proficiency in Word, Excel, and Outlook.

Responsibilities

• Finalize contracts: complete and obtain signatures.
• Ensure vendor insurance and required documentation are in place.
• Administer change orders.
• Review invoices and progress payments.
• Collect lien releases.
• Collaborate with Project Management and Accounting through final payment and closeout.

Skills

Contract administration

Vendor management

Attention to detail

Organizational skills

Communication with PM and Accounting

MS Word

MS Excel

MS Outlook

ChatGPT

Claude

La Jolla office

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

ChatGPT

Claude

Job description

Contracts Administrator

Gaines Investment Trust | La Jolla, CA

Full-Time | On-Site

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.