Contract Administrator / Purchasing Support

Company Overview

Genesis Builders is a joint venture between Cityview and Montage Development, dedicated to delivering innovative low-density, for-sale residential communities and spearheading residential rebuilding efforts in disaster-affected areas, with Altadena as the current area of focus. This position is pivotal in driving the success of Genesis Builders’ mission**—*not only selling and/or rebuilding homes but also rebuilding lives and communities**.

Job Overview

We are seeking a detail-oriented, highly organized Contract Administrator to support our Purchasing and Construction teams. This position coordinates contract administration, procurement tracking, change orders, manufacturer rebate programs, homeowner manuals, and project documentation.

The ideal candidate has construction administration experience, strong follow-through, and the ability to manage multiple priorities while keeping records accurate and deadlines on track.

Essential Duties and Responsibilities

Contract Administration

• Prepare, issue, and track subcontractor agreements and consultant contracts, including applicable scopes of work, exhibits, and site-specific requirements.
• Follow up on contract execution and required supporting documentation.
• Prepare and process subcontractor change orders, ensuring all supporting documentation and required approvals are obtained.
• Maintain organized digital and physical records of contracts, change orders, warranties, and compliance documents.

Purchasing Support

• Monitor and follow up on vendor, supplier, material, and subcontractor deadlines.
• Maintain the Purchasing Tracker with current procurement status, deadlines, and outstanding action items.
• Coordinate with vendors, suppliers, subcontractors, and internal teams to resolve missing information and support timely procurement.
• Initiate, submit, and track manufacturer rebate applications, including supporting documentation and payment status.

Project Documentation

• Set up and maintain OSHA manuals and jobsite compliance documentation.
• Collect and organize required project records, including CALGreen documentation, recycling receipts, HERS testing reports, and Cal/OSHA documents.
• Assemble and update homeowner manuals, warranties, product information, and project closeout materials.
• Follow up with responsible parties to ensure required documentation is complete and submitted on time.

Construction Support

• Assist the Construction Department with special projects and administrative assignments.
• Track outstanding tasks and communicate deadlines, missing documentation, and potential delays to the appropriate team members.

Qualifications

• Experience in construction administration, contract administration, or construction project coordination is required.
• Strong organizational skills and attention to detail.
• Excellent follow-up, prioritization, and deadline management abilities.
• Strong written and verbal communication skills.
• Ability to manage multiple projects and competing priorities in a fast-paced environment.
• Ability to identify discrepancies, resolve administrative issues, and follow tasks through to completion.
• Familiarity with OSHA, Cal/OSHA, and construction compliance documentation is preferred.

Software & Technical Skills

• Advanced proficiency in Procore and Bluebeam Revu is required.
• Proficiency in Microsoft Excel, Word, Outlook, and SharePoint.
• Ability to maintain accurate trackers, manage digital project files, and coordinate document workflows.

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Advanced proficiency in Procore

Experience:

• Residential construction: 2 years (Required)
• contract administration: 2 years (Required)
• construction compliance documentation : 2 years (Required)

Work Location: In person