Commercial Admin

Job Summary

Responsible for handling billing,  project documentation and correspondence in support of the commercial division.  

Duties and Responsibilities

Create and maintain project information in the project management system; manage and review subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per manager's request for plans and specifications and pay requests.

Track and manage shipments, back orders and damaged products for the department; assist in coordinating trucks for delivery.

Correspond on routing inquiries with subcontractors and vendors at the beginning and throughout the duration of a project; email correspondence to the field or other locations as needed.

Work with project manager and estimator and assist where necessary; cross-train as able.

Coordinate invoice routing and monitor payments to subcontractors and vendors; manage manufacturer backcharges.

Enter and maintain client and prospect data in our automated system.

Manage contract based documents through contract negotiations.  Produce change orders as required.

Answer and direct phone calls or take messages for appropriate parties.

Read and analyze incoming memos, letters and reports to determine their significance and distribute appropriately.

Verify insurance certificates and follow up to ensure proper coverage is in place.

Notarize, copy and distribute monthly pay applications.

Prepare and/or set-up for meetings and make arrangements, such as coordinating catering for luncheons and other meetings.

Perform general administrative duties such as but not limited to; filing, photocopying and distributing correspondence and maintaining database records.

Assist with special projects and/or additional duties as assigned.

Qualifications/Educational Experience

• Possess high school diploma or equivalent; AA degree preferred and/or 1-2 years combination of training, education or experience preferably in the construction/trades industry.  
• Previous administrative assistant/office admin assistant experience preferably in the construction/trades industry.
• Be able to handle many complex duties at the same time demonstrating leadership and organizational skills, while working effectively under pressure and meeting deadlines in a timely and efficient manner.

• Must be able to communicate clearly and concisely, both verbally and in writing.

• Ability to use good judgment in performing conflicting demands and managing priorities.
• Strong initiative with an ability to seek out relevant information prior to making timely decisions.
• Able to work independently or in a team environment.  

• Computer literate with demonstrated skills in the use of the Microsoft Office Suite and/or Google Suite of products.  Mac experience preferred.  
• Proficient with Adobe PDF editor preferred.  
• Strong customer service and communication skills.
• Must be energetic, a team player, and willing to help others.