Commercial Administrative Specialist

Savatreecareers; Northern (KY); On-site; USD 52,000 - 62,000; Full time

Benefits offered by this job

Full-time role

Mentorship from Commercial Admin team

Ownership of accounts and processes

Job summary

SavATree is seeking a Commercial Administrative Specialist to support national commercial accounts from a remote home office. In this full-time role, you’ll manage proposals, billing, client service, and compliance, partnering with Commercial Arborists and National Account Managers to keep accounts moving.

You’ll handle day-to-day operations, invoicing, calendars, and data accuracy across Prodeo and Dynamics 365, with a focus on accuracy, responsiveness, and professional communication within

Qualifications

• Prior experience in administrative support, account management, or customer service — commercial or B2B preferred.
• Strong attention to detail and ability to handle high-volume work across multiple accounts & deadlines.
• Clear, professional communication over phone and email.
• Knowledge of Microsoft 365 (Outlook, Excel, Teams) and ability to learn Prodeo and Dynamics 365 quickly.
• Reliable and independent with a quiet space to take calls.

Responsibilities

• Support Arborists and National Account Managers day to day; monitor shared commercial inboxes (24–48 hour response).
• Draft and format proposals and client documentation; generate and process incoming leads.
• Answer inbound calls, schedule appointments, maintain 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.
• 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 and audit reports; maintain Commercial Prospect Reports and subcontractor records.
• Manage vendor portals, subcontractor/DOT compliance, permits, prevailing wage, and pre-bid documentation.

Skills

Administrative support

Account management

Customer service

Attention to detail

Communication skills

Microsoft 365 familiarity

Tools

Microsoft 365

Job description

Compensation: $25-30 hourly

About the role

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.

What you’ll do

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.