Commercial Data Administrator

Job Description

Job Description

Commercial Data Administrator

Location: Fort Wayne, IN
Job Type: Full-Time
Pay: $17.50 per hour

 

About the Position

We are seeking a detail-oriented and organized Commercial Data Administrator to support the successful execution of commercial roofing projects. This role serves as a key link between our Sales, Production, and administrative teams by ensuring project information, documentation, invoicing, permits, warranties, and customer communications are managed accurately throughout the project lifecycle.

The ideal candidate enjoys working in a fast-paced environment, is highly organized, provides excellent customer service, and takes pride in maintaining accurate records and supporting project success from start to finish.

Responsibilities

Project Administration

• Serve as a liaison between Sales and Production departments for commercial project approvals.
• Create project schedules of values and product data submittals.
• Maintain accurate project records and documentation within company systems.
• Update CRM records throughout each stage of the project lifecycle.
• Request and maintain Certificates of Insurance (COIs) for active projects.
• Create and organize project folders with all required documentation.
• Verify project information entered by estimators for accuracy and completeness.

Billing & Financial Administration

• Prepare and submit client invoices utilizing AIA G702/G703 forms according to project billing schedules.
• Create final billing documents for service work and time-and-material projects.
• Contact customers to confirm receipt of invoices, photographs, and supporting documentation.
• Assist with collection efforts and follow-up on past-due accounts.
• Review crew pay sheets and material documentation to ensure accuracy and completeness.

Permits, Inspections & Warranties

• Coordinate permits and required inspections when applicable.
• Schedule permit and manufacturer inspections.
• Submit manufacturer warranty applications and required documentation prior to installation when required.
• Register manufacturer warranties upon project completion and final payment.

Customer Service & Office Support

• Provide exceptional customer service throughout the customer journey.
• Answer incoming phone calls and assist walk-in customers.
• Direct inquiries to the appropriate department.
• Support communication between customers, project teams, and office staff.

Contractor Licensing Administration

• Maintain contractor licensing documentation.
• Assist with annual contractor license renewals.
• Submit required applications, supporting documentation, and payments.
• Obtain and maintain updated licensing certificates.

Qualifications

Required

• Associate degree in Business Administration or a related field, or equivalent work experience.
• 1-2 years of administrative or office experience.
• Strong organizational skills and attention to detail.
• Excellent customer service and communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proficiency with Microsoft Office and/or Google Workspace.
• Ability to learn new software and CRM systems quickly.

Preferred

• 1-2 years of experience in roofing, construction, property management, or a related industry.
• Experience with project coordination, invoicing, permits, or construction administration.

Physical Requirements

• Ability to sit or stand in an office environment for extended periods.
• Ability to work on a computer, phone, and other standard office equipment for extended periods.
• Ability to occasionally lift and carry office materials up to 20 pounds.

What We're Looking For

The ideal candidate is:

• Highly organized and detail-oriented.
• Dependable and self-motivated.
• Comfortable working with documentation and data.
• Professional in customer interactions.
• Able to work effectively with multiple departments.
• Interested in supporting commercial construction projects from start to finish.

Benefits

Benefits offered according to company policy and eligibility.

• Competitive pay
• Medical, dental, and vision insurance plans available
• 401(k) retirement plan
• Paid time off
• Paid holidays
• Professional development opportunities
• Stable, year-round office position
• Team-oriented work environment

Pay: Starting at $17.50 per hour
Schedule: Monday-Friday, Full-Time

Apply today and become an integral part of a growing team dedicated to delivering exceptional commercial roofing projects and customer service.