The Role
Administer construction contracts from execution through project closeout. Responsibilities include obtaining signatures, verifying vendor insurance and documentation, processing change orders, reviewing invoices and progress payments, collecting lien releases, identifying discrepancies, and coordinating with vendors, Project Managers, and Accounting across multiple active projects.
Summary Generated by Built In
Contracts Administrator
Gaines Investment Trust | La Jolla, CA
Full-Time | On-Site
Full-Time | On-Site
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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.
Skills Required
- 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
- Ability to identify discrepancies rather than simply process submitted information
- Strong organizational skills and ability to manage multiple active projects
- Comfort working directly with vendors, Project Managers, and Accounting
- Strong ChatGPT, Claude, Microsoft Word, Excel, and Outlook skills
- Ability to work full-time in the La Jolla office
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The Company
What We Do
Gaines Investment Trust (G.I.T.) is a 100% family-owned real estate investment and management company headquartered in San Diego, California. Established in 1966, it owns and operates more than 8,000 apartment units across six states and serves over 13,000 residents. The company focuses on long-term ownership and management of apartment communities, land, and strategic industrial and commercial investments for its residents and communities.
