Commercial Data Administrator

Maumee-River-Roofing

Fort Wayne (IN)

On-site

USD 23,000 - 30,000

Full time

14 days+

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Benefits offered by this job

Competitive pay

Medical, dental, and vision insurance

401(k) retirement plan

Paid time off

Paid holidays

Professional development opportunities

Stable, year-round office position

Team-oriented work environment

Job summary

Maumee-River-Roofing is seeking a Commercial Data Administrator in Fort Wayne, IN. The role supports sales, production, and administration by managing project data, invoicing, permits, warranties, and communications from start to finish.

This position emphasizes organization, customer service, and precise record-keeping across project stages, with typical full-time hours and competitive pay.

Qualifications

Associate degree in Business Administration or 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.

Responsibilities

Serve as liaison between Sales and Production for project approvals.
Create schedules of values and product data submittals.
Maintain accurate project records and documentation in company systems.
Update CRM records throughout each stage of the project lifecycle.
Request and maintain COIs for active projects.
Create and organize project folders with documentation.
Verify project information entered by estimators for accuracy.

Skills

Customer service

Organizational skills

Communication

Attention to detail

Education

Associate degree in Business Administration

Tools

Microsoft Office

Google Workspace

CRM systems

Job description

Commercial Data Administrator

Location: Fort Wayne, IN Job Type: Full-Time Pay: $17.50 per hour

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.

Responsibilities

Project Administration

Serve as a liaison between Sales and Production departments for commercial project approvals.
Create project schedules of values and product data submittals.
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.

Billing & Financial Administration

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.

Permits, Inspections & Warranties

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.

Customer Service & Office Support

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.

Contractor Licensing Administration

Maintain contractor licensing documentation.
Assist with annual contractor license renewals.
Submit required applications, supporting documentation, and payments.
Obtain and maintain updated licensing certificates.

Qualifications

Required

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.

Preferred

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

Physical Requirements

Ability to sit or stand in an office environment for extended periods.
Ability to work on a computer, phone, and other standard office equipment for extended periods.
Ability to occasionally lift and carry office materials up to 20 pounds.

What We're Looking For