Job Description
Job DescriptionPosition Title: Commercial Administrative Assistant
Department: Commercial Division
Reports To: Senior Director of Commercial Division
Position Summary
The Commercial Administrative Assistant is responsible for overseeing and executing a wide range of administrative functions that support the daily operations of the Ram Jack Texas Commercial Division. This role coordinates scheduling, permitting, job documentation, bid research, and interdepartmental communication, ensuring the timely and organized execution of commercial and multifamily projects
throughout Texas, Oklahoma, Arkansas & new market opportunities.
Essential Duties and Responsibilities
- Maintain and update the Senior Directors calendar.
- Serve as point of contact for urgent Sales Division requests.
- Serve as point of contact for the Divisions Senior Director and members of other Divisions
- Print crew packets for sold jobs and delivering to production.
- Manage Outstanding AR board and verify sales-to-job transfers.
- Prepare and send job contracts and billing forms via DocuSign; ensure proper documentation is in place.
- Request and track mobilization deposits.
- Monitor and update the Commercial LinkedIn profile.
- Notarize documents as needed.
- Organize, attend and participate in Zoom and internal Commercial Division team meetings.
- Complete vendor credentialing and prequalification submissions on platforms such as Procore, RealPage, BuilderTrend and Textura.
- Perform invoicing where applicable to vendor credentialing systems.
- Retrieve Legacy job files when requested by customers or sales personnel.
- Participate in creation and refinement of proposal and contract templates.
- Support lien process as directed.
- Maintain and renew directory listings, ads, and industry memberships.
- Assist in gathering content and information for the Commercial Divisions quarterly newsletter
Qualifications:
- Education: Bachelors degree in Business Administration or Marketing preferred, but not required.
- Experience: 3-5 years of experience in administration or secretarial support preferred, but not required.
- Skills:
- Excellent communication and interpersonal skills: ability to build strong relationships with customers and team members.
- Strong multitasking abilities; comfortable working in a fast-paced environment.
- Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint.
Compensation:
- Annual base salary ranging from $40,000 to $50,000, commensurate with experience.
Benefits:
- Medical, Dental and Vision Coverage
- Life Insurance
- Disability Plans
- Paid Time Off
- Paid Holidays
- 401(k) Retirement
Why Join Us?
- Comprehensive training and career development opportunities.
- Opportunity to work in a dynamic, growth-oriented industry.
- Supportive and collaborative team culture.
Ram Jack is an equal opportunity employer.