Commercial Administrative Specialist

Posted 17 days ago

savatreeNew York (NY)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Office Administrative Services

SENIORITY

Junior

SALARY

$25-30 hourly

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About the role

Commercial Administrative SpecialistCompensation: $25-30 hourly SavATree's National Commercial Accounts team keeps service moving for commercial customers across the country. We're hiring a Commercial Administrative Specialist (CAS) to serve as a key support resource to our Commercial Arborists and National Account Managers. This full-time, high-volume role is built for someone who's organized, detail-driven, and ready to own the day-to-day that keeps national commercial accounts running — from proposals and billing to client service and compliance. DAILY OPERATIONS Support Arborists and National Account Managers day to day; monitor shared commercial inboxes (24–48 hour response) Draft and format proposals and formal client documentation; generate and process incoming leads Answer inbound calls, schedule appointments, maintain Arborist calendars, and confirm dates with routing and branches Process daily invoices, customer payments, cancellations (SERs), authorizations, and off-stop reports Maintain Prodeo data accuracy — client records, labor hours for multi-day GTC jobs, and account integrity Request certificates of insurance, manage lien waivers, and review contracts, bid details, and jurisdictional requirements WEEKLY BILLING & REPORTING Process weekly, bi-weekly, and monthly billing, plus manual and special invoicing Prepare AR compliance updates, 50-day follow-ups, and commercial AR reporting Print GTC "Printed Not Done" reports, audit non-finalized estimates, and process Arborist comments and Stop-by Reports Maintain Commercial Prospect Reports and subcontractor records; support weekly debriefs and dashboard reviews AS-NEEDED & SPECIALIZED Manage vendor portals, subcontractor/DOT compliance, permits, prevailing wage, and pre-bid documentation Conduct annual renewal processing (PHC/Lawn/GTC: September–December · Décor: August–October) Maintain commercial master lists, Smartsheets, and mapping tools; manage quarterly temporary holds

What we offer: A full-time, stable role on a growing national commercial team Direct mentorship from the National Commercial Account Manager and Commercial Administration team Hands-on ownership of accounts, systems, and client relationships Who you'll work with You'll partner daily with our Commercial Arborists, National Account Managers, and Commercial Administration team, report to the National Commercial Account Manager, and connect regularly with branch teams across the country.

What we're looking for: Prior experience in administrative support, account management, or customer service — commercial or B2B preferred Strong attention to detail and comfort with high-volume work across multiple accounts, calendars, and deadlines Clear, professional communication over phone and email Working knowledge of Microsoft 365 (Outlook, Excel, Teams) and the ability to learn Prodeo and Dynamics 365 quickly Reliable and independent once you're up to speed, with a dependable internet connection and a quiet space to take calls

Nice to have: Direct experience with Prodeo, Microsoft Dynamics 365, or a comparable CRM or work-order system Exposure to billing, AR, or compliance documentation (COIs, lien waivers, prevailing wage) Background in the green industry, field services, or another route-based or branch business Work environment This is a fully remote, home-office role with regular phone and video communication during standard business hours in your local time zone; in-office work is optional near a SavATree branch. This position is remote however, you 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. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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