Commercial Service & Project Administrator

Description

Position Summary

We are seeking a highly organized, detail-oriented, and proactive Commercial Service & Project Administrator to support the administrative functions of our commercial service and construction project operations.

This position is responsible for coordinating and maintaining administrative processes throughout the service and project lifecycle, from initial requests and estimating through scheduling, execution, billing, and closeout.

The ideal candidate will possess strong organizational skills, attention to detail, and the ability to independently manage multiple administrative priorities while supporting the overall efficiency and success of service and project operations.

Key Responsibilities

Project Administration & Coordination

• Project Documentation & Tracking: Maintain and organize project documentation throughout the construction lifecycle, from pre-construction through project closeout.
• Pre-Construction & Estimating Support: Enter and track new estimate requests, manage incoming project opportunities, and organize bidding documents.
• Purchase Order Administration: Prepare, track and maintain purchase orders and related vendor documentation.
• Change Order Management: Prepare, submit, track, and follow up on change order requests with clients and subcontractors, ensuring required approvals and documentation are obtained.
• Financial & Accounting Entry: Accurately enter and update approved change orders, project budgets, purchase orders, and related financial information in company accounting and project management systems.
• Submittal Management: Coordinate, compile, submit, and track project submittals to ensure compliance with specifications and established deadlines.
• Insurance & Compliance Tracking: Serve as backup insurance compliance to Accounting Specialist.
• Plan & Specification Review: Review project plans, blueprints, and specifications to assist with identifying project requirements, scope gaps, and documentation needs.
• Scope of Work Preparation: Draft and organize scopes of work for subcontractors and vendors and assist with preparing project-specific safety plans and other administrative documentation.
• Billing Coordination: Work with accounting to ensure complete and accurate supporting documentation for service invoicing and project billings.
• Project Closeout: Coordinate and organize closeout documentation, warranties, punch list records, and other required project deliverables.

Service Administration & Coordination 

• Service Request & Work Order Management: Receive, enter, organize, and track incoming service requests and work orders from initiation through completion.
• Service Scheduling Coordination: Assist with coordinating service schedules, customer appointments, technician availability, and subcontractor scheduling in collaboration with service management.
• Service Documentation: Maintain accurate work orders, service reports, labor and material records, customer approvals, and supporting documentation.
• Service Estimates & Proposals: Assist with preparing, submitting, tracking, and following up on service estimates, proposals, and additional work authorizations.
• Customer Communication: Coordinate customer correspondence regarding scheduling, service status, outstanding approvals, and administrative follow-up.
• Service Billing Support: Review completed work order documentation for accuracy and completeness and coordinate with accounting to facilitate timely invoicing. Also work with accounting for AR collections within the service department.
• Open Work Order Tracking: Monitor outstanding service requests, pending proposals, incomplete documentation, and open work orders to ensure timely administrative follow-up.

Administrative Process Management 

• Workflow Coordination: Maintain and monitor established administrative workflows for service and project operations to ensure documentation, approvals, and required follow-up are completed efficiently.
• Document Management: Organize and maintain accurate electronic and physical service and project files.
• Cross-Department Communication: Facilitate communication between service and project managers, field personnel, estimators, accounting, subcontractors, vendors, and customers.
• Deadline & Follow-Up Management: Track administrative deadlines, outstanding action items, and required documentation to support timely completion of service and project activities.
• Process Improvement: Identify opportunities to streamline administrative procedures, improve documentation accuracy, and enhance efficiency across service and project operations.
• General Administrative Support: Provide additional administrative assistance to service and project management teams as needed.

Qualifications & Experience 

• Experience in commercial construction administration, service administration, project coordination, or a related field preferred.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Experience with work orders, change orders, purchase orders, project documentation, and financial data entry.
• Familiarity with construction plans, specifications, and subcontractor documentation.
• Working knowledge of job costing, billing, and accounting processes.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Experience with construction management, service management, or accounting software preferred.
• Strong written and verbal communication skills.
• Ability to work independently, maintain accurate records, and follow through on outstanding administrative tasks.

Key Competencies 

• Administrative Workflow Management
• Service & Project Coordination
• Documentation & Recordkeeping
• Financial Tracking & Data Accuracy
• Scheduling & Follow-Up
• Customer & Vendor Communication
• Organization & Time Management
• Cross-Department Collaboration
• Process Improvement

Schedule & Compensation 

• Job Type: Full-time/ Hourly
• Pay: $26.00 – $30.00 / hour- Determined based on Experience Level
• Benefits: Health Insurance, 401(k), Paid Time Off as approved by Supervisor, Weekly Pay