[Hiring] Commercial Administrative Specialist @SavATree

Role Description

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

Qualifications

• 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.