Commercial Client Support Administrator

Position Overview As a Commercial Client Support Administrator, you will serve as the strategic linchpin in our commercial restoration operations, delivering white-glove support to high-value clients while orchestrating seamless project lifecycles. This elevated administrative role demands a proactive, client-centric mindset, blending operational excellence with exceptional engagement to drive client retention, satisfaction, and revenue growth. You will elevate routine coordination into high-impact client advocacy, ensuring every interaction reinforces our commitment to transparency, efficiency, and partnership. Responsibilities 1. Data Management & Commercial Documentation Excellence Enterprise System Synchronization: Maintain impeccable, real-time updates across internal project management platforms and all commercial client systems, curating a centralized, audit-ready repository of commercial project data, documentation, and compliance artifacts to support strategic decision-making and client reporting. Precision Invoice Architecture & Cost Governance: Craft detailed, client-facing invoices with comprehensive supporting documentation; leverage internal systems to reconcile job costs, partner with production teams to rigorously review and authorize vendor invoices, and enforce financial protocols that safeguard profitability on high-stakes commercial engagements. Labor Cost Integrity: Validate timecard accuracy and completeness within the HRIS with precision, ensuring seamless payroll execution, granular labor-cost tracking, and alignment with commercial project budgets. 2. Commercial Client Relations & Trust-Building Education Elite Client Concierge: Act as the dedicated, high-touch point of contact for commercial clients and their stakeholders, delivering proactive guidance, rapid response, and tailored support throughout the restoration lifecycle to cultivate enduring partnerships. Strategic Process Education: Empower commercial decision-makers with clear, jargon-free insights into restoration phases, timelines, compliance requirements, and financial implications, fostering transparency, managing expectations, and reinforcing trust that builds long-term loyalty. 3. Scheduling Mastery & Stakeholder Alignment Executive Job Walk Orchestration: Proactively schedule and coordinate initial commercial site assessments, aligning calendars across client executives, internal leaders, and technical teams to accelerate scoping, minimize downtime, and set the stage for flawless project launches. Subcontractor Ecosystem Leadership: Collaborate with Project Directors and Project Managers to strategically engage vetted subcontractors, nurture high-performance relationships, and synchronize deliverables with commercial timelines and quality benchmarks. 4. Production Meeting Command Center Strategic Briefing Preparation: Partner with Commercial Project Directors to architect weekly production meetings, compiling real-time dashboards, curating critical documentation, shaping dynamic agendas, and delivering concise, actionable updates on commercial project milestones, risks, and client priorities to drive executive alignment and momentum. 5. Commercial Financial Stewardship Revenue Acceleration & Payment Precision: Orchestrate collection of deductibles, change orders, supplements, and final invoices with diplomatic finesse and ironclad accuracy, ensuring swift cash flow, frictionless client experiences, and sustained project viability. Change Order & Supplement Governance: Command the end-to-end change management process, authoring airtight documentation, securing multi-level approvals, and broadcasting transparent updates to clients and teams, preserving contractual integrity, protecting margins, and exceeding commercial expectations. Competencies/Skills Financial Administration Expertise Expert-level (invoicing, cost reconciliation, change orders, supplements, DSO management) Commercial Client Relationship Management Proven customer service success with commercial stakeholders Written & Verbal Communication Exceptional; concise, professional, client-ready tone Analytical & Critical Thinking Strong for data validation, risk identification, process optimization Calendar Coordination Mastery across multiple time zones and high-conflict schedules Restoration Lifecycle & Compliance Knowledge Deep in project lifecycle, insurance/TPA, carrier guidelines Microsoft Office Suite Proficiency Excel pivot tables, Word templates, PowerPoint dashboards High-Pressure Adaptability Ability to thrive in ambiguity and reprioritize under CAT-level volume or urgent client demands Qualifications Proven administrative expertise in commercial restoration or related high-stakes environments. Experience working in TPA and commercial client platforms. Exceptional customer service acumen, including conflict resolution and relationship-building with commercial stakeholders. Strong analytical skills for data management, financial processing, and proactive problem-solving. Ability to thrive in a fast-paced, collaborative setting while maintaining unwavering attention to detail and client focus. Physical Requirements & Work Conditions Fulfill all standard office activities including prolonged seating, computer entry, filing, lifting, and carrying office supplies. General office environment exposure. Moderate noise levels that are typical of an office setting.