Administrator - Commercial

Description

The Commercial Administrator provides administrative support in the management of the departmental operations and serves as the primary contact for internal and external areas on all matters pertaining to the commercial division. The incumbent will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain realistic balance among multiple priorities. The Commercial Administrator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.  

Essential Functions, Duties and Responsibilities 

Calling on Receivables:

• Contacting clients and customers regarding outstanding invoices.
• Maintaining accurate records of all communication and payment arrangements.
• Collaborating with the accounting team to ensure timely payment collections.

Administrative Tasks:

• Scheduling
• Managing an extremely active calendar of appointments for both the GM and technicians
• Answering and fielding telephone calls
• Receiving and directing visitors 
• Completing expense reports; and composing and 
• Preparing correspondence that is sometimes confidential. 

Managing Commercial Email:

• Monitoring and managing the company's commercial email inbox.
• Responding to inquiries, forwarding important messages, and organizing emails for follow-up.
• Keeping email communication organized and ensuring prompt responses to urgent matters.

Creating Job Files:

• Assisting in the creation and organization of job files for ongoing projects.
• Ensuring that all relevant documents and information are accurately filed and easily accessible.
• Collaborating with team members to maintain an organized and up-to-date filing system.

Special Projects:

• Assisting various departments with special projects as assigned.
• Conducting research, compiling data, and preparing reports as needed.
• Adapting to new tasks and responsibilities as the needs of the company evolve.
• Assist Estimators with building estimates

Requirements

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.   
• Very strong interpersonal skills and the ability to build relationships with customers, vendors, and staff.   
• Expert level written and verbal communication skills.  
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.   
• Highly resourceful team-player, with the ability to also be extremely effective independently. 
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.  
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.  
• Forward looking thinker, who actively seeks opportunities and proposes solutions.  
• Strong tenure: minimum 3 years of experience supporting Executive staff.  
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point,) and QuickBooks 

Salary : $22 - $26