Commercial Accounts Administrator -Location: Windsor -Department: Sales / Business Development

Shift -Days

Wage -$60,000 -$75,000 per year

Full-Time Position Overview

We are seeking a highly organized, proactive, and detail-oriented Commercial & Account Administrator to support our Sales and Account Management team.

This is a key administrative role responsible for helping manage the commercial activity associated with new and existing customer accounts. The successful candidate will support the administration of quotations, purchase orders, customer documentation, new business opportunities, account records, and internal tracking systems.

This is not a traditional sales position. We are looking for someone with a robust administrative background who takes ownership, enjoys creating structure, and is comfortable managing multiple priorities and deadlines in a fast-paced environment.

The ideal candidate may come from an office management, sales administration, account administration, commercial administration, or executive administrative background and will be someone the team can rely on to keep information accurate, organized, and moving forward.

Key Responsibilities

Commercial & Quote Administration

* Coordinate the administrative process for incoming RFQs, quotation requests, scope changes, and new business opportunities.

* Maintain quote and RFQ trackers, including submission deadlines, status updates, customer requirements, and supporting documentation.

* Assist with gathering required information from internal departments to support quotation development and submission.

* Maintain organized records of quotations, revisions, approvals, and customer correspondence.

* Track outstanding commercial items and proactively follow up with the appropriate internal or external contacts.

* Assist with customer questionnaires, NDAs, vendor registrations, onboarding requirements, and customer portals.

Purchase Order Administration

* Receive, review, record, and track customer purchase orders.

* Maintain visibility of PO values, amendments, extensions, effective dates, and expiration dates.

* Compare purchase orders against approved quotations and communicate discrepancies for review.

* Track outstanding or pending POs and follow up to ensure required documentation is received.

* Maintain accurate records of PO changes and supporting customer documentation.





* Coordinate with Finance and Account Management regarding PO status and upcoming commercial requirements.

Account Administration & Support

* Provide day-to-day administrative support to the Sales and Account Management team.

* Maintain accurate customer and account information, including contacts, documentation, correspondence, and commercial records.

* Assist with preparing customer presentations, reports, meeting materials, and follow-up documentation.

* Track customer action items and support timely completion of commitments.

* Assist Account Managers with account reviews, renewals, extensions, and documentation requirements.

* Coordinate information between Sales, Account Management, Estimating, Operations, Finance, and other internal departments.

SharePoint & Document Management

* Maintain Sales and Account Management SharePoint sites, trackers, and document libraries.

* Ensure new opportunities, quotes, purchase orders, and customer documentation are accurately entered and kept current.

* Maintain consistent electronic filing and document-control practices.

* Monitor upcoming deadlines, launches, renewals, quote due dates, and other key milestones.

* Assist with developing and improving administrative workflows and tracking tools.

New Business & Customer Onboarding

* Support the administrative setup of newly awarded business.

* Coordinate required documentation between the customer and internal departments.

* Ensure customer onboarding requirements, documentation, and system information are completed and properly maintained.

* Support the transition of newly awarded business from the commercial stage into operations.

* Maintain visibility of outstanding items leading up to implementation or launch.

Qualifications & Experience

* Minimum 3 years of administrative, office management, sales administration, account administration, commercial administration, or similar experience.

* Strong organizational skills with exceptional attention to detail.

* Demonstrated ability to manage multiple priorities, deadlines, and follow-up items simultaneously.





* Strong proficiency with Microsoft Office, particularly Excel, Outlook, Word, Teams, and PowerPoint.

* Experience with Microsoft SharePoint or similar document-management/tracking systems is strongly preferred.

* Comfortable working with quotations, purchase orders, spreadsheets, contracts, and customer documentation.

* Strong written and verbal communication skills.

* Ability to communicate professionally with customers, suppliers, and internal teams.

* Ability to work independently, prioritize responsibilities, and take ownership of assigned tasks.

* Experience within automotive, manufacturing, logistics, warehousing, or industrial services is considered an asset.

What We’re Looking For

We are looking for someone who is naturally organized and doesn’t wait to be told what needs attention.

The right candidate will be comfortable asking questions, following up on outstanding items, identifying missing information, and keeping multiple moving pieces organized. They should enjoy administrative work and take pride in maintaining accurate records and creating structure.

This position requires someone who can become a dependable resource for the department—someone who understands where a quote stands, whether a purchase order has been received, what documentation is outstanding, what deadlines are approaching, and what needs to happen next.

Key Attributes

* Highly organized and detail-oriented

* Proactive and accountable

* Strong follow-through

* Excellent time management

* Comfortable working with multiple deadlines

* Process-driven and systematic

* Strong problem-solving skills

* Professional communication style

* Able to work independently while supporting a collaborative team

* Comfortable working in a fast-paced and evolving environment

Why Join Us

This position provides an opportunity to play an important role within a growing Sales and Account Management function. You will work closely with multiple areas of the organization and gain exposure to both the commercial and operational sides of the business.

For someone who enjoys organization, ownership, process improvement, and being the person who keeps everything moving behind the scenes, this role offers the opportunity to make an immediate impact.

Pay: $60,000.00-$75,000.00 per year

Benefits:

- Dental care
- Life insurance
- RRSP match
- Vision care

Work Location: In person

📌 Commercial Accounts Administrator - Windsor ON/ Canton MI
🏢 Hearn Industrial Services
📍 Windsor