Administrative Coordinator

RCS MOVING LLC • Charlotte, NC

9h • $45,000 - $55,000 • Onsite

About The Position

The Business Administration Manager supports the administrative, operational, and account management needs of the Charlotte branch. The ideal candidate is highly organized, responsive, customer-focused, and comfortable managing multiple priorities in a fast-paced environment. This role requires someone who can independently manage administrative responsibilities while also developing strong relationships and supporting operational staff as needed.

Requirements

• High school diploma or equivalent required.
• Three or more years of experience in business administration, customer service, office management, or a related position preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple projects, deadlines, and changing priorities.
• Strong written and verbal communication skills.
• Professional and customer-focused approach to problem-solving.
• High level of attention to detail and accuracy.
• Ability to work independently while collaborating effectively with multiple departments.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and related business applications.
• Ability to learn and effectively use company systems and technology.
• Ability to handle confidential and sensitive information appropriately.

Nice To Haves

• Experience in commercial moving, warehousing, furniture installation, logistics, construction, project management, or a related industry.
• Experience supporting project billing, accounts receivable, contracts, or purchase orders.
• Experience managing commercial or business-to-business customer accounts.
• Familiarity with Smartsheet, CompanyCam, CRM platforms, project management systems, or document management platforms.

Responsibilities

• Manage the day-to-day administrative functions of the Charlotte branch.
• Serve as a primary administrative liaison between the Charlotte branch and the corporate Business Administration team.
• Maintain organized and accurate electronic records, customer files, project documentation, contracts, and related correspondence.
• Review project documentation to confirm that required information is complete, accurate, and submitted within established deadlines.
• Assist with project setup, work orders, purchase orders, billing documentation, change orders, and project closeout.
• Coordinate with operations, sales, project management, accounting, payroll, recruiting, and human resources as needed.
• Monitor outstanding administrative items and follow up with the appropriate team members to ensure timely completion.
• Assist with invoice preparation and review supporting documentation before submission to accounting.
• Research and help resolve billing discrepancies, missing documentation, and customer questions.
• Support accounts receivable efforts by helping obtain required billing information and following up on outstanding customer items.
• Track branch-specific administrative deadlines, recurring responsibilities, and reporting requirements.
• Help maintain accurate information within company systems, including Navigator, Smartsheet, CompanyCam, and other assigned platforms.
• Assist with branch reports, customer reports, spreadsheets, presentations, and internal communications.
• Support onboarding and administrative training for new Charlotte employees when needed.
• Identify opportunities to improve administrative processes, communication, organization, and accountability.
• Maintain confidentiality when handling employee, customer, financial, and company information.
• Provide backup administrative support to other branches or departments when business needs require.
• Serve as a consistent point of contact for assigned customers and accounts.
• Build and maintain professional relationships with customers, vendors, building contacts, and other project stakeholders.
• Respond promptly and professionally to customer questions, requests, and concerns.
• Support accounts throughout the project lifecycle, from initial planning and project setup through completion, billing, and follow-up.
• Confirm that project scopes, schedules, access requirements, special instructions, and customer expectations are properly documented.
• Communicate project updates and potential issues to customers and internal leadership in a timely manner.
• Help resolve service concerns by gathering information, coordinating internally, and maintaining professional communication with the customer.
• Maintain accurate notes, contact information, activity records, and account details within company systems.
• Assist with claims documentation and customer communication while following established company procedures.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED