Construction Project Administrative Coordinator

Gallaher Signature Living•Windsor, CA

3d•Onsite

About The Position

Gallaher Companies is seeking a highly organized, detail-oriented, and proactive administrative professional to support its construction operations. The position helps keep construction projects organized, ensures documentation is accurate and complete, and supports communication among project managers, subcontractors, vendors, and accounting teams. The successful candidate takes ownership, anticipates needs, and follows through accurately and on time in a fast-paced environment. The role supports construction contracts and compliance, project administration and documentation, accounting and vendor coordination, and day-to-day administrative needs for construction leadership and project teams. It is based onsite in Windsor, California and is a full-time, nonexempt, hourly position. The stated pay is $40.50–$50.00 per hour, depending on experience.

Requirements

Previous administrative experience in the construction industry is strongly preferred.
Working knowledge of construction contracts, certificates of insurance, preliminary lien notices, purchase orders, and change orders.
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

Experience with construction management software such as Procore Financials.
Experience with electronic document management systems.

Responsibilities

Prepare, distribute, and track subcontractor agreements, confirming required signatures and supporting documents 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 documents.
Prepare, process, and track purchase orders and change orders, ensuring approvals, signatures, and supporting documentation are in place.
Maintain organized electronic and physical project files.
Assist project managers with administrative tasks, correspondence, document tracking, and scheduling coordination.
Monitor outstanding documentation and deadlines to help projects move efficiently.
Coordinate with accounting and project management teams on invoice processing, billing documentation, and accounts payable activities.
Review project paperwork for accuracy and completeness before approval or payment submission.
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.