Construction Project Administrative Coordinator

Location: Windsor, California (onsite)
Annual Salary: $40.50 - $50.00 per hour, depending on experience
Position Type: Full-Time, nonexempt, hourly

COMPANY OVERVIEW

Gallaher Companies is a nationally recognized leader in real estate development, design, construction, and operations. Specializing in multifamily residences, commercial projects, senior living communities, and lifestyle brands across California, we are driven by a commitment to excellence, innovation, and timeless design.

POSITION SUMMARY

Gallaher Companies is seeking a highly organized, detail-oriented, and proactive Administrative Construction Assistant to support our growing construction operations.

The ideal candidate has experience in construction administration, project documentation, and contract coordination, with the ability to manage multiple priorities in a fast-paced environment.

This position plays an important role in keeping construction projects organized, ensuring documentation is accurate and complete, and supporting effective communication between project managers, subcontractors, vendors, and accounting teams.

We are looking for someone who takes ownership of their work, anticipates needs, and understands the importance of accuracy, follow-through, and meeting deadlines.

KEY RESPONSIBILITIES

Construction Contracts & Compliance

• Prepare, distribute, and track subcontractor agreements, ensuring all required signatures and supporting documentation are received and properly maintained.


• Request, review, and monitor certificates of insurance (COIs), including coverage requirements, expiration dates, and required endorsements.


• Track preliminary lien notices and maintain accurate, project-specific documentation.


• Follow up with subcontractors and vendors regarding outstanding contracts, insurance certificates, and other required documentation.

Project Administration & Documentation

• Prepare, process, and track purchase orders and change orders, ensuring proper approvals, signatures, and supporting documentation.


• Maintain accurate and 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.

Accounting & Vendor Coordination

• Coordinate with accounting and project management teams to support invoice processing, billing documentation, and accounts payable activities.


• Assist with reviewing 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.

General Administrative Support

• Provide day-to-day administrative support to construction leadership and project teams.


• Maintain organized records and tracking systems to ensure information is readily accessible.


• Identify opportunities to improve administrative processes, organization, and workflow efficiency.


• Perform additional administrative duties as needed to support construction operations.

QUALIFICATIONS

• Previous administrative experience in the construction industry strongly preferred.


• Working knowledge of construction contracts, certificates of insurance, preliminary lien notices, purchase orders, and change orders.


• Exceptional organizational skills with 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 while collaborating effectively with project managers, subcontractors, vendors, and accounting personnel.


• Experience with construction management software such as Procore Financials and electronic document management systems strongly preferred.


• Professionalism and discretion when handling confidential company and project information.

COMPANY BENEFITS

At Gallaher Companies, we recognize that our employees are essential to our success. We offer a competitive compensation and benefits package designed to support our team members both professionally and personally.

• Competitive compensation and benefits including matching 401(K), vision, dental, and 100% employer paid medical for eligible employees


• Opportunities for career growth and team expansion


• A collaborative, high-performance culture


• 3+ weeks paid vacation and holidays to start

WHY JOIN US?

Gallaher Companies is a family-built business that takes pride in everything it puts its name on. We are looking for an Interior Designer who is passionate about thoughtful design, quality, and the details that bring a project to life. If you’re a designer who genuinely cares about the work, takes pride in your craft, and wants to grow with a collaborative team, we’d love to hear from you.

Equal Employment Opportunity Statement

Gallaher Companies is an equal opportunity employer and makes employment decisions based on merit. We want to have the best available people in every job. Company policy prohibits unlawful discrimination based on race, color, creed, sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), religion (including religious dress and religious grooming), marital status, age, national origin or ancestry, citizenship, physical or mental disability, and legally protected medical condition or information, genetic characteristics, sexual orientation, gender (including gender identity and gender expression), family care or medical leave status, military caregiver status, military or veteran status, domestic partner status, hairstyles or any other consideration made unlawful by federal, state or local laws.