Subcontract Specialist (Administrative)

Ghilotti Construction Company; Santa Rosa (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Ghilotti Construction Company in Santa Rosa, CA seeks a Subcontract Specialist to support the Preconstruction Department by managing subcontract documentation from issuance through execution. You will maintain accurate, confidential records, issue and track documents with internal controls, and collaborate with internal teams, subcontractors, and vendors to ensure timely processing.

Strong document control, attention to detail, and clear communication are essential, with standard work hours 8 to

Qualifications

• Bachelor's degree preferred and strong administrative experience.
• Proven ability to manage and track contract documents.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and meet deadlines.

Responsibilities

• Prepare, issue, and process subcontracts and related documents.
• Track contract documents for compliance and approvals.
• Coordinate with internal teams, subcontractors, and vendors.
• Maintain confidential contract records with high accuracy.

Skills

Document control

Attention to detail

Communication

Prioritization

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Adobe Acrobat Pro

Smartsheet

DocuSign

Microsoft Outlook

Job description

The Subcontract Specialist supports the Preconstruction Department by managing the administrative processes associated with subcontract documentation from issuance through execution and compliance tracking. This role is responsible for maintaining accurate, organized, and confidential contract records; issuing and tracking proprietary documentation; and ensuring subcontract-related information is processed timely and in accordance with GCC requirements. Success in this position requires exceptional document control skills, strong attention to detail, sound prioritization, and clear, professional communication with internal teams, subcontractors, vendors, and other external partners.

Regular work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional overtime may be required based on departmental or project needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Maintain a high degree of accuracy, attention to detail, and quality control in all assigned tasks and work products.
• Prepare, issue, and process purchase orders, service agreements, and subcontracts in a timely and accurate manner.
• Track, route, and execute contract-related documents while ensuring compliance with established internal controls and approval processes.
• Review and evaluate new vendors and subcontractors to confirm compliance with GCC requirements prior to engagement.
• Assess scope of work and assign appropriate insurance requirements to support compliance with GCC's risk management program.
• Communicate professionally and effectively with internal teams, subcontractors, material suppliers, vendors, and other external parties, both verbally and in writing.
• Utilize Microsoft Office Suite, Adobe Acrobat Professional, Smartsheet, Docusign, and related systems to prepare, maintain, and manage contract documentation, spreadsheets, databases, and tracking tools.
• Maintain the confidentiality and integrity of proprietary, contractual, and business-sensitive information.
• Serve as a primary point of contact for subcontractors and material suppliers regarding subcontract documentation, contract issues, and compliance requirements.
• Provide timely and accurate subcontractor-related information to GCC's signatory unions as required.
• Maintain awareness of project-specific requirements and confirm subcontract-level compliance with applicable terms, conditions, and documentation standards.
• Collaborate effectively with the Contracts team and cross-functional departments to strengthen communication, coordination, and overall workflow efficiency.
• Support GCC's organizational goals by participating in cross-training, sharing knowledge with others, and developing the ability to perform related responsibilities across the department.

EQUIPMENT USE

• Telephone - Frequently
• Scanner - Frequently
• Copier - Occasionally
• Computer - Frequently

SOFTWARE USE

Microsoft Office Suite, Adobe Acrobat Professional, Smartsheet, Docusign, Microsoft Outlook.

QUALIFICATIONS, EDUCATION AND/OR EXPERIENCE, LICENSES, AND CERTIFICATIONS

Bachelor's degree from a four-year college or university preferred. Minimum of two years of database management and administrative experience required. The ideal candidate will demonstrate exceptional document control capabilities, a high level of accuracy, and strong attention to detail. This position requires the ability to manage competing priorities, adapt to shifting business needs, and consistently meet established deadlines. Excellent written and verbal communication skills are required.

SPECIAL CONDITIONS OF EMPLOYMENT

• Pre-employment background screening investigation results that are acceptable to GCC at GCC's sole discretion.
• Background/security clearance.
• Valid driver's license and clean driving record.

MENTAL DEMANDS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to apply mathematical concepts. Ability to apply mathematical operations to such tasks as frequency distribution, determination of test reliability and validity, and factor analysis. Ability to define and document problems, collect data, and establish facts.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those employees encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

GCC is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.