Commercial Administrative Assistant

Pierce’s Company Inc., based in Bozeman, is seeking a dedicated and detail-oriented Commercial Administrative Assistant to join our commercial division. As a key member of our team, you will play an essential role in supporting project and bidding operations, ensuring efficient workflow and clear communication across departments. This full-time, office-based position offers the opportunity to work closely with experienced Project Managers and the Commercial Manager, contributing to the success of commercial projects from initial bidding through completion. Pierce’s Company Inc. values collaboration, professional growth, and a supportive team environment, making this an excellent opportunity to develop specialized skills in commercial project administration.

Responsibilities

• Assist Project Managers by obtaining vendor pricing, bid information, bid bonds, and pre-bid documentation.
• Prepare, organize, and maintain bid and job files for easy access and reference.
• Distribute bids to contractors and customers within required timelines.
• Ensure compliance with company policies regarding down payments, signatures, and credit approvals.
• Compile and route contract documents for signatures and processing.
• Assemble submittal packages, including data sheets and samples, for general contractors and architects.
• Transfer approved submittal data to order systems as directed.
• Generate purchase order requests and assist with centralized purchasing activities.
• Issue pick tickets, work orders, and installation documentation to subcontractors as needed.
• Track materials on order and in the warehouse to support project timelines.
• Process subcontract labor invoices after Project Manager approval.
• Perform partial and final billing, as well as job costing for materials and labor, according to contractor billing schedules.
• Manage commercial accounts receivable through direct communication with owners, general contractors, and end users.
• Maintain professionalism in all customer interactions and support team collaboration within the department.
• Communicate proactively with Project Managers to ensure smooth project transitions and address scope changes as needed.
• Stay updated on relevant software platforms and commercial flooring products.
• Perform other commercial administrative duties as assigned.

Qualifications

• High school diploma or equivalent.
• Strong accuracy and attention to detail.
• Effective verbal communication skills.
• Problem-solving ability and a proactive approach to tasks.
• Technical aptitude for learning specialized systems and software.
• Ability to work efficiently under pressure and manage multiple priorities.
• Friendly, engaging, and professional demeanor with a commitment to excellent service.