Now Hiring - Buchanan Company - Construction Sales Coordinator / Admin (Contracting & SOW) in Huntington Beach, CA

Full description of the position

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