Contracts Administrator

Gaines Investment Trust•San Diego, CA

48d•Onsite

About The Position

Gaines Investment Trust is a family-owned real estate company founded in 1966. It owns about 8,300 apartments in 32 communities across California, Arizona, Nevada, Texas, Oklahoma, and Kansas, and manages only the properties it owns. The Contracts Administrator takes over after Project Managers identify projects, prepare scopes and requests for proposals, evaluate bids, negotiate pricing, and select vendors. The administrator ensures each project is properly contracted, insured, paid, and closed out. This full-time, on-site role is based in the company's La Jolla, California office.

Requirements

At least 3 years of experience in contract, construction, project, or office administration, or a related area such as accounts payable, purchasing, procurement, property management, or legal support.
Familiarity with contracts, vendor invoices, change orders, certificates of insurance, or lien releases; deep experience in all of these areas is not required.
Strong attention to detail and ability to identify discrepancies.
Strong organization and follow-through across multiple active projects.
Clear, professional communication with vendors, Project Managers, and Accounting.
Proficiency in Microsoft Word, Excel, and Outlook, and comfort using AI tools such as ChatGPT or Claude.
Ability to work full time in the La Jolla office.

Responsibilities

Prepare contracts, obtain signatures, and provide contractors with the documents and instructions needed to start work.
Confirm vendor insurance and other required documentation are in place.
Process and track change orders.
Review invoices and progress payments for accuracy.
Collect lien releases.
Work with Project Management and Accounting through final payment and project closeout.