Genesis Builders Part-Time 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. *By combining deep expertise in homebuilding marketing with an ability to navigate the sensitivities of disaster recovery, the Marketing Manager will directly influence how Genesis Builders is perceived, how effectively homes are brought to market, and how the company fulfills its commitment to both profitability and social responsibility.
We are seeking a motivated Part-Time Contract Administrator / Purchasing Support professional to join our team. This role offers an exciting opportunity to support procurement and contract management processes within a fast-paced environment. The ideal candidate will be detail-oriented, proactive, and possess strong organizational skills to ensure compliance, vendor management, and efficient document handling.
A detail-oriented and organized Part-Time Contract Administrator to support our Purchasing and Construction teams. This role is responsible for tracking deadlines, maintaining project documentation, assisting with change orders, homeowner manuals, rebate programs, issuing contracts and supporting special projects as needed.
Key Responsibilities:
- Assist the Purchasing Department with monitoring and following up on vendor, material, and subcontractor deadlines.
- Issue subcontractor agreements.
- Maintain and update the Purchasing Tracker to ensure all procurement items are current and accurate.
- Set up and maintain OSHA manuals and jobsite compliance documentation.
- Prepare, organize, and administer project Change Orders, ensuring proper documentation and approvals.
- Create and assemble Homeowner Manuals for project closeout and turnover, ensuring all closeout documentation is completed accurately and supporting the successful completion and final closeout of project(s)
- Initiate, track, and process manufacturer rebate programs.
- Maintain organized digital and physical filing systems for contracts, warranties, rebates, and compliance documents.
- Coordinate with vendors, suppliers, and internal teams to ensure timely submission of required documentation.
- Assist the Construction Department with special projects and administrative tasks as needed.
Skills
- Strong vendor management and negotiation skills to foster effective supplier relationships
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) for documentation and reporting purposes
- Familiarity with Salesforce or similar CRM platforms for record keeping and project tracking
- Effective research skills combined with strategic planning capabilities for procurement projects
- Strong understanding of compliance management practices across legal and regulatory frameworks
- Ability to manage multiple contracts simultaneously while maintaining accuracy in records management
- Excellent written communication skills with an eye for detail in technical documents
Qualifications:
- Strong organizational and administrative skills.
- Excellent follow-up and deadline management abilities.
- Required experience in construction administration, purchasing, or project coordination
- Familiarity with OSHA compliance documentation is a plus.
- Proficient in Microsoft Office (Excel, Word, Outlook) and project management software. Mastery of Procore, and Bluebeam Revu.
- Strong written and verbal communication skills.
- Ability to multitask and work in a fast-paced environment.
- Detail-oriented with strong problem-solving skills.
- Assist in managing vendor relationships, ensuring timely communication and compliance with procurement policies
- Support document management activities, including review, organization, and storage of contracts and related records
- Aid in contract review and drafting, ensuring accuracy and adherence to legal standards such as UCC law and federal regulations
- Maintain records management systems for contracts, grants, and procurement documentation using tools like Salesforce and DocuSign
Schedule:
- Part-Time (28 hours maximum per week)
Reports To:
VP of Construction
This position is ideal for candidates with expertise in contract administration within the real estate single family builder sector fields. Join us to contribute meaningfully to our operational success while advancing your professional growth!
Pay: $26.00 - $28.00 per hour
Work Location: In person
