This description is a summary of our understanding of the job description. Click on 'Apply' button to find out more.

Role Description

This is a full-time remote position within the Salt Lake City, UT area. The Commercial Coordinator supports the Commercial Supervisor by executing and maintaining billing and project setup functions to ensure accurate revenue capture and timely invoicing. This role plays a key part in contract setup, cost control, invoice processing, and accounts receivable support while maintaining alignment with company SOPs and billing standards.

The position serves as a primary liaison between operations, administration, and clients for billing-related matters, ensuring that job data, cost codes, purchase orders, and invoices are accurate, complete, and submitted on time.

This role requires strong attention to detail, organizational skills, and the ability to manage a high volume of invoices while maintaining data integrity across multiple systems (including DrillSite, Track, Ariba, and client portals).

Success in this position is demonstrated through:

• Accurate and timely invoice submission
• Proactive PO and funding management
• Efficient resolution of billing discrepancies
• Consistent process execution
• Maintenance of professional working relationships that protect revenue and support operational success

Key Responsibilities

• Commercial Oversight & Project Setup
  • Set up and configure drill contracts, jobs, and projects across internal systems
  • Establish and maintain distribution email lists for both internal and external contacts
  • Perform cost code management, including creating and updating cost codes as needed
  • Oversee National’s Client Portal access, including setting up and maintaining client user access
  • Assist the Administration team with coordination and scheduling of pre-construction conference calls
  • Support scope of work changes and communicate impacts to the Commercial Supervisor
  • Maintain professional, respectful relationships with clients and internal operations teams
  • Assist with special or time-sensitive projects related to contracts, jobs, or project setup as assigned
• Invoice Processing, Submittal & Purchase Order (PO) Management
  • Review field daily shift reports weekly to ensure all billable charges are accurate, complete, and captured appropriately
  • Manage the full invoicing lifecycle from start to finish, including operating within multiple internal systems and client billing portals
  • Process and submit a high volume of invoices (approximately up to 120 invoices per month), ensuring accuracy, completeness, and timeliness
  • Serve as a primary point of contact for operations support related to daily log revisions, billing questions, and invoice discrepancies
  • Oversee consumable management, including review and entry of fuel purchases, consumables, purchase order items, and field-purchased materials
  • Assist with client PO tracking, including monitoring balances and identifying potential funding issues
  • Review monthly job cost detail reports to ensure costs are properly captured and billed
  • Provide documentation and data to support internal and external audit processes
• Accounts Receivable (AR) Support
  • Track invoice approvals and status within client systems
  • Proactively follow up on outstanding approvals and resolve issues impacting payment
  • Review weekly AR reports and provide visibility into payment status
  • Confirm payments are received within contractual payment terms and escalate issues as needed
• Commercial Systems & Process Execution
  • Execute standardized commercial processes in accordance with established company SOPs
  • Maintain data accuracy and consistency across systems, including DrillSite (internal system), Track, Ariba, and client portals
  • Identify recurring issues, process gaps, or inefficiencies and escalate recommendations for improvement
  • Ensure commercial activities align with company controls and billing standards

Qualifications

• High school diploma or equivalent required
• 3+ years of administrative experience (mining, construction, heavy equipment, or industrial environments preferred)
• Proficiency in Microsoft Office, with a strong emphasis on Excel
• Previous experience in administrative, billing, or commercial support roles preferred
• Experience working in ERP, billing, or operational data systems preferred
• Excellent written and verbal communication skills with both internal and external stakeholders
• Strong attention to detail, organizational skills, and problem-solving ability
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines
• Self-starter who can work independently while collaborating effectively with a team
• Ability to travel during training and periodically throughout the year (approximately once per quarter)