On-Site Contracts Administrator | Real Estate Projects

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

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.