Commercial Data Administrator

Maumee River Roofing•Fort Wayne, IN

12d•Onsite

About The Position

We are seeking a detail-oriented and organized Commercial Data Administrator to support the successful execution of commercial roofing projects. This role serves as a key link between our Sales, Production, and administrative teams by ensuring project information, documentation, invoicing, permits, warranties, and customer communications are managed accurately throughout the project lifecycle. The ideal candidate enjoys working in a fast-paced environment, is highly organized, provides excellent customer service, and takes pride in maintaining accurate records and supporting project success from start to finish.

Requirements

Associate degree in Business Administration or a related field, or equivalent work experience.
1-2 years of administrative or office experience.
Strong organizational skills and attention to detail.
Excellent customer service and communication skills.
Ability to manage multiple priorities and deadlines simultaneously.
Proficiency with Microsoft Office and/or Google Workspace.
Ability to learn new software and CRM systems quickly.

Nice To Haves

1-2 years of experience in roofing, construction, property management, or a related industry.
Experience with project coordination, invoicing, permits, or construction administration.

Responsibilities

Serve as a liaison between Sales and Production departments for commercial project approvals.
Create project schedules of values and product data submittments.
Maintain accurate project records and documentation within company systems.
Update CRM records throughout each stage of the project lifecycle.
Request and maintain Certificates of Insurance (COIs) for active projects.
Create and organize project folders with all required documentation.
Verify project information entered by estimators for accuracy and completeness.
Prepare and submit client invoices utilizing AIA G702/G703 forms according to project billing schedules.
Create final billing documents for service work and time-and-material projects.
Contact customers to confirm receipt of invoices, photographs, and supporting documentation.
Assist with collection efforts and follow-up on past-due accounts.
Review crew pay sheets and material documentation to ensure accuracy and completeness.
Coordinate permits and required inspections when applicable.
Schedule permit and manufacturer inspections.
Submit manufacturer warranty applications and required documentation prior to installation when required.
Register manufacturer warranties upon project completion and final payment.
Provide exceptional customer service throughout the customer journey.
Answer incoming phone calls and assist walk-in customers.
Direct inquiries to the appropriate department.
Support communication between customers, project teams, and office staff.
Maintain contractor licensing documentation.
Assist with annual contractor license renewals.
Submit required applications, supporting documentation, and payments.
Obtain and maintain updated licensing certificates.