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Construction Sales Coordinator / Admin (Contracting & SOW)

Buchanan Company, Inc. -
Huntington Beach, CA

Quick Apply

Job Details

Full-time
$29 - $34 an hour

Benefits

Health insurance
Dental insurance
Paid time off
Vision insurance
Life insurance

Qualifications

Teamwork
Phone communication
Attention to detail
Construction industry experience
Construction administrative experience
Productivity software
Cross-functional communication
Time management
Office experience

Full Job Description

MUST HAVE CONSTRUCTION INDUSTRY EXPERIENCE

Buchanan Company is seeking a highly organized and detail-oriented Construction Sales Coordinator / Admin to support our sales team through contract administration, Scope of Work (SOW) review, document coordination, and project setup support. This role works closely with sales representatives, estimators, management, and General Contractors (GCs) to ensure contracts, documentation, and project records are accurate, compliant, and moving efficiently through the approval process.

The ideal candidate is professional, proactive, organized, and comfortable working in a fast-paced construction environment where deadlines, accuracy, and communication are critical.

Key Responsibilities

Contract & Documentation Management

Review Scope of Work (SOW) sections within construction contracts
Prepare, review, and process required contract documentation
Complete and manage Scope of Work files during GMP rounds and contract execution
Coordinate contract redlines between General Contractors and sales representatives
Track contract approvals, signatures, revisions, and outstanding documentation
Maintain organized contract, LOI, and redline documentation in company file systems
Ensure contracts comply with company policies, procedures, and internal standards

Sales & Project Support

Support the sales team by handling administrative and contract-related tasks
Assist estimators and sales representatives with project setup and document coordination
Follow up on Letters of Intent (LOIs), executed contracts, and missing documentation
Update CRM notes and project status information throughout the contract process
Help prioritize urgent requests based on operational deadlines and project impact

Communication & Coordination

Communicate professionally with sales teams, estimating teams, management, and General Contractors
Follow up on pending approvals, signatures, and revisions
Escalate non-standard contract issues or compliance concerns appropriately

Reporting & Administrative Support

Generate reports related to contract activity and project status
Maintain accurate records and tracking systems
Support audits, compliance tracking, and workflow improvements

Required Qualifications

Experience with contract coordination or contract administration
Strong organizational and time-management skills
Excellent attention to detail
Professional phone and email communication skills
Proficiency with Microsoft Office Suite
Ability to manage multiple priorities and deadlines
Experience working in a professional office environment
Strong follow-up and communication habits
Construction industry experience

Preferred Qualifications

Experience reviewing construction contracts or SOW documents
Familiarity with CRM systems (Zoho preferred)
Bluebeam experience
Basic understanding of construction terminology
Exposure to plan/spec reading

Software & Tools Used

Microsoft Office Suite
Zoho CRM
Bluebeam
Copilot / ChatGPT
Internal file management systems

Ideal Candidate Traits

Self-motivated and dependable
Team-oriented and coachable
Open to feedback and change
Organized and detail-focused
Comfortable working in a fast-paced environment
Professional and proactive communicator
Able to follow processes consistently and thoroughly

Why This Role Matters

This position allows the sales and estimating teams to focus on selling, design, and project execution by ensuring contract documentation, approvals, and administrative workflows are handled efficiently and accurately. The role directly supports project progression and helps Buchanan Company close more projects successfully.

Pay: $29.00 - $34.00 per hour

Benefits:

Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance

Work Location: In person

Quick Apply

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