Administrative Coordinator

Position Summary

The Business Administration Manager supports the administrative, operational, and account management needs of the Charlotte branch. The ideal candidate is highly organized, responsive, customer-focused, and comfortable managing multiple priorities in a fast-paced environment. This role requires someone who can independently manage administrative responsibilities while also developing strong relationships and supporting operational staff as needed.

Essential Job Duties and Responsibilities

Business Administration

• Manage the day-to-day administrative functions of the Charlotte branch.
• Serve as a primary administrative liaison between the Charlotte branch and the corporate Business Administration team.
• Maintain organized and accurate electronic records, customer files, project documentation, contracts, and related correspondence.
• Review project documentation to confirm that required information is complete, accurate, and submitted within established deadlines.
• Assist with project setup, work orders, purchase orders, billing documentation, change orders, and project closeout.
• Coordinate with operations, sales, project management, accounting, payroll, recruiting, and human resources as needed.
• Monitor outstanding administrative items and follow up with the appropriate team members to ensure timely completion.
• Assist with invoice preparation and review supporting documentation before submission to accounting.
• Research and help resolve billing discrepancies, missing documentation, and customer questions.
• Support accounts receivable efforts by helping obtain required billing information and following up on outstanding customer items.
• Track branch-specific administrative deadlines, recurring responsibilities, and reporting requirements.
• Help maintain accurate information within company systems, including Navigator, Smartsheet, CompanyCam, and other assigned platforms.
• Assist with branch reports, customer reports, spreadsheets, presentations, and internal communications.
• Support onboarding and administrative training for new Charlotte employees when needed.
• Identify opportunities to improve administrative processes, communication, organization, and accountability.
• Maintain confidentiality when handling employee, customer, financial, and company information.
• Provide backup administrative support to other branches or departments when business needs require.
• Serve as a consistent point of contact for assigned customers and accounts.
• Build and maintain professional relationships with customers, vendors, building contacts, and other project stakeholders.
• Respond promptly and professionally to customer questions, requests, and concerns.
• Support accounts throughout the project lifecycle, from initial planning and project setup through completion, billing, and follow-up.
• Confirm that project scopes, schedules, access requirements, special instructions, and customer expectations are properly documented.
• Communicate project updates and potential issues to customers and internal leadership in a timely manner.
• Help resolve service concerns by gathering information, coordinating internally, and maintaining professional communication with the customer.
• Maintain accurate notes, contact information, activity records, and account details within company systems.
• Assist with claims documentation and customer communication while following established company procedures.

Required Qualifications

• High school diploma or equivalent required.
• Three or more years of experience in business administration, customer service, office management, or a related position preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple projects, deadlines, and changing priorities.
• Strong written and verbal communication skills.
• Professional and customer-focused approach to problem-solving.
• High level of attention to detail and accuracy.
• Ability to work independently while collaborating effectively with multiple departments.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and related business applications.
• Ability to learn and effectively use company systems and technology.
• Ability to handle confidential and sensitive information appropriately.

Preferred Qualifications

• Experience in commercial moving, warehousing, furniture installation, logistics, construction, project management, or a related industry.
• Experience supporting project billing, accounts receivable, contracts, or purchase orders.
• Experience managing commercial or business-to-business customer accounts.
• Familiarity with Smartsheet, CompanyCam, CRM platforms, project management systems, or document management platforms.

Core Competencies

• Customer service and relationship management
• Organization and attention to detail
• Professional communication
• Follow-through and accountability
• Problem-solving and sound judgment
• Multitasking and prioritization
• Collaboration and teamwork
• Adaptability in a fast-paced environment
• Process improvement
• Confidentiality and professionalism

Work Environment and Physical Requirements

This position is primarily office-based at the Charlotte branch. The employee must be able to operate standard office equipment, communicate by telephone and video conference, and work at a computer for extended periods. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Additional Expectations

The responsibilities listed above are not intended to be an all-inclusive list. The Business Administration Manager may be assigned additional duties based on branch and company needs. The employee is expected to demonstrate professionalism, flexibility, responsiveness, and a commitment to supporting both the customer experience and the overall success of the Charlotte branch.

RCS Commercial Moving & Warehousing is an equal opportunity employer. Employment decisions are made without regard to any status protected by applicable federal, state, or local law.