Commercial Administrative Coordinator

Job Description

Commercial Administrative Coordinator

Departments: Commercial

Reports to: Commercial VP

Pay Range: $22-$27/hr DOE

Schedule: Monday–Friday, 8:00am–5:00pm

Work Location: On-site; this position is not eligible for remote work.

Job Summary

The Commercial Administrative Coordinator provides administrative and organizational support to the Commercial Division, helping ensure project information, documentation, and processes remain accurate, organized, and up to date. This position works closely with Project Managers, commercial estimators, Finance, and other team members to support the day-to-day administrative needs throughout the lifecycle of commercial projects.

This position also serves as the primary front desk receptionist, assisting visitors and providing general office support as needed.

Duties & Responsibilities:

• Provide administrative support for the commercial bidding process, including tracking bid opportunities and related information.
• Accurately set up and maintain commercial project information across company tracking systems, CRM platforms, shared drives, and contractor portals.
• Create and maintain commercial project files and documentation.
• Assist Project Managers with gathering and organizing information needed for commercial billing, including percent complete, approved change orders, stored materials, and other required documentation.
• Monitor administrative and billing deadlines and proactively follow up with Project Managers and other team members for outstanding items or approvals. .
• Track proposed and approved change orders, maintain supporting records, update applicable project systems, and follow up with Project Managers for missing approvals and other requirements.
• Prepare and submit commercial pay applications and required billing documentation after Finance review and approval, including submission through customer/GC billing portals and email.
• Assist with gathering, organizing, and maintaining required project closeout documentation.
• Serve as the primary front desk receptionist by greeting visitors and assisting with general front-office administrative needs.
• Provide backup coverage for incoming company phone calls.
• Perform other administrative duties as assigned in support of Commercial operations and front-office needs.
  

Required Skills/Abilities

• Professional customer service and phone etiquette.
• Proficient with Microsoft Office and Google Workspace.
• Ability to learn and navigate project management, CRM, and contractor billing systems.
• Adaptable and comfortable working in evolving processes and systems.
• Strong problem-solving skills and ability to identify when an issue requires escalation.
• Demonstrated attention to detail and accuracy
• Ability to manage multiple projects, deadlines, and priorities.
• Excellent verbal and written communication skills.
• Demonstrates sound judgment, discretion, integrity, and professionalism.
• Ability to work independently and as part of a team.
  

Education & Experience

High school diploma or equivalent required. Previous administrative or office experience preferred. Experience in commercial construction or a related industry is a plus.

Physical Requirements

• Ability to sit for long periods
• Tolerate repetitive motion
  

Benefits

• Medical, Dental, Vision, and Voluntary Term Life Insurance
• Simple IRA with company match
• Paid Time Off
• Paid Holidays
• Additional employee benefits and programs may be available

*Benefits are subject to eligibility requirements and plan terms