Construction Project Administrative Coordinator

Gallaher Signature Living•Windsor, CA

6h•$41 - $50•Onsite

About The Position

Gallaher Companies is seeking a highly organized, detail-oriented, and proactive administrative professional to support its construction operations. The role supports project documentation, contract coordination, and communication among project managers, subcontractors, vendors, and accounting teams. The successful candidate takes ownership of their work, anticipates needs, and maintains accuracy, follow-through, and deadlines while managing multiple priorities in a fast-paced environment. The position provides administrative support across construction contracts and compliance, project administration and documentation, accounting and vendor coordination, and general construction operations. Duties include preparing and tracking agreements and orders, maintaining project records, monitoring required documentation and deadlines, supporting invoice processing, and helping improve administrative workflows.

Requirements

Exceptional organizational skills and strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
Ability to manage multiple projects and competing priorities while consistently meeting deadlines.
Strong follow-through, problem-solving skills, and a proactive approach to daily responsibilities.
Ability to work independently and collaborate effectively with project managers, subcontractors, vendors, and accounting personnel.
Professionalism and discretion when handling confidential company and project information.

Nice To Haves

Previous administrative experience in the construction industry.
Working knowledge of construction contracts, certificates of insurance, preliminary lien notices, purchase orders, and change orders.
Experience with construction management software such as Procore Financials and electronic document management systems.

Responsibilities

Prepare, distribute, and track subcontractor agreements, ensuring signatures and supporting documentation are received and maintained.
Request, review, and monitor certificates of insurance, including coverage requirements, expiration dates, and endorsements.
Track preliminary lien notices and maintain accurate project-specific documentation.
Follow up with subcontractors and vendors about outstanding contracts, insurance certificates, and other required documentation.
Prepare, process, and track purchase orders and change orders, ensuring proper approvals, signatures, and supporting documentation.
Maintain organized electronic and physical project files.
Assist project managers with administrative tasks, project correspondence, document tracking, and scheduling coordination.
Monitor outstanding documentation and deadlines to help keep projects moving efficiently.
Coordinate with accounting and project management teams to support invoice processing, billing documentation, and accounts payable activities.
Review project paperwork for accuracy and completeness before submission for approval or payment.
Communicate with subcontractors, vendors, and internal departments to resolve documentation discrepancies and obtain missing information.
Provide day-to-day administrative support to construction leadership and project teams.
Maintain organized records and tracking systems so information is readily accessible.
Identify opportunities to improve administrative processes, organization, and workflow efficiency.
Perform additional administrative duties as needed to support construction operations.