Commercial Administrative Specialist

This is a fully remote position, open to applicants in Arizona, +30 more states.

📋 Description

• Provide daily support to Commercial Arborists and National Account Managers.

• Oversee shared commercial inboxes to ensure a response time of 24–48 hours.

• Create and format proposals as well as formal documentation for clients.

• Generate and handle incoming leads effectively.

• Respond to inbound calls, organize appointments, manage Arborist calendars, and confirm schedules with routing and branches.

• Process daily invoicing, customer payments, cancellations, authorizations, and off-stop reports.

• Ensure the accuracy of Prodeo data, including client records, labor hours for multi-day GTC jobs, and account integrity.

• Request certificates of insurance, manage lien waivers, and evaluate contracts, bid specifics, and jurisdictional criteria.

• Handle weekly, bi-weekly, and monthly billing, including manual and special invoicing tasks.

• Prepare updates for AR compliance, conduct 50-day follow-ups, and generate commercial AR reports.

• Print GTC “Printed Not Done” reports, audit non-finalized estimates, and process Arborist comments along with Stop-by Reports.

• Maintain Commercial Prospect Reports and subcontractor records; assist with weekly debriefs and dashboard assessments.

• Manage vendor portals, subcontractor/DOT compliance, permits, prevailing wage, and pre-bid documentation.

• Execute annual renewal processing for PHC/Lawn/GTC and Décor accounts.

• Maintain commercial master lists, Smartsheets, and mapping tools; oversee quarterly temporary holds.

• Collaborate with Commercial Arborists, National Account Managers, Commercial Administration, and branch teams.

• Report to the National Commercial Account Manager.

⛳️ Requirements

• Previous experience in administrative support, account management, or customer service, preferably in a commercial or B2B environment.

• Strong attention to detail with the ability to manage high volumes of work across multiple accounts, calendars, and deadlines.

• Clear and professional communication skills via phone and email.

• Proficient in Microsoft 365 (Outlook, Excel, Teams).

• Capability to quickly learn Prodeo and Dynamics 365.

• Must be reliable and able to work independently once trained.

• Dependable internet connection and a quiet environment for calls.

• Direct experience with Prodeo, Microsoft Dynamics 365, or a similar CRM or work-order system is a plus.

• Familiarity with billing, AR, or compliance documentation (COIs, lien waivers, prevailing wage) is desirable.

• Background in the green industry, field services, or another route-based or branch business is advantageous.

• Candidates must reside in one of the following states: Arizona, California, Colorado, Connecticut, Delaware, Florida, Georgia, Idaho, Illinois, Indiana, Kentucky, Maryland, Massachusetts, Michigan, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, New York, North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, Tennessee, Texas, Utah, Vermont, Virginia, Washington, or Wisconsin.

🏝️ Benefits

• Full-time, stable position within a growing national commercial team.

• Direct mentorship from the National Commercial Account Manager and the Commercial Administration team.

• Hands-on management of accounts, systems, and client relationships.

• Fully remote, home-office role available.

• In-office work is optional near a SavATree branch.