Commercial Administrative Assistant

Mill Creek Lumber & Supply Company•Shawnee, OK

3d•$26 - $26•Onsite

About The Position

Start a life-long career with a fast-paced, family-oriented company! Mill Creek Lumber & Supply Company is looking for a reliable Commercial Administrative Assistant to ensure success in supporting the commercial team. Mill Creek Lumber & Supply Company has been in business since 1934 and is a strong, growing regional industry leader. We offer: A great place to work with a friendly team of employees Competitive pay with the opportunity to work overtime A benefits package that includes company medical contribution towards the Health Savings Account Dental & Vision insurance Life insurance as well as short- & long-term disability All full-time employees are eligible the first of month following 30 days of employment A 401(k) Retirement Savings Plan with match Job Summary The Commercial Administrative Assistant provides comprehensive administrative support to the commercial team, ensuring seamless daily operations, accurate project documentation, and efficient procurement processes. This role requires strong organizational skills, attention to detail, and proficiency with Bistrack, RFMS, and Procore to support purchasing, material management, and project coordination.

Requirements

High school diploma or equivalent; associate’s degree in business administration or related field preferred.
2+ years of administrative experience in construction, commercial operations, or related industries.
Experience with Bistrack, RFMS, & Procore for purchase orders, material management, and procurement workflows.
Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams).
Excellent organizational skills with the ability to manage multiple tasks and priorities effectively.
Strong attention to detail and high level of accuracy in data entry and documentation.
Effective written and verbal communication skills.
Ability to work independently and as part of a collaborative team in a fast-paced environment.
Ability to sit or stand for extended periods.
Ability to lift to 20 lbs. occasionally (files, binders, office supplies).

Responsibilities

Provide daily administrative support to the commercial team to facilitate effective project execution.
Utilize Bistrack, RFMS, & Procore to create and manage purchase orders, track material requisitions, verify pricing, and ensure timely procurement of materials.
Coordinate with vendors and suppliers for order confirmations, delivery schedules, and back-order updates, ensuring all materials meet project requirements and timelines.
Assist in maintaining accurate project cost data within Bistrack, RFMS, & Procore including updating costs, quantities, and receiving details.
Process and reconcile purchase orders and progress billings with invoices to ensure accurate billing and timely payment processing.
Support inventory management by tracking material usage, returns, and transfers within Bistrack to maintain accurate inventory records.
Prepare and distribute internal reports related to material status, open orders, and project procurement needs.
Organize and maintain electronic and physical project files for easy access by team members and compliance with company standards.
Assist in preparing submittals, documentation, and communication required by the commercial team for effective project coordination.
Coordinate meetings, prepare agendas, schedule appointments, and document meeting minutes as needed.
Professionally communicate with vendors, general contractors, and internal team members to support project goals and resolve administrative issues promptly.
Perform additional administrative duties assigned to ensure smooth office and project operations.
Help to manage and approve employee timecards within the Paycom system.
Assist in project uploads and completing takeoffs within Procore for future projects.