Commercial Operations Administrative Specialist

Job Location: Rosemont, IL

Hydro employees can enjoy several benefits including:

• Medical, Rx, Dental, Disability, Life Insurance, Flexible Spending Accounts
• Retirement Savings Plans with Company Match/Contributions
• Education Assistance
• Bonus Plan Eligibility
• Parental Leave

Salary Range: $68,006-$75,166

Job Summary: 

We are seeking a highly organized and proactive Commercial Operations Administrative Specialist to support the Head of Commercial Operations and ensure smooth daily operations within the team. This role goes beyond the typical administrative duties, encompassing complex tasks that directly contribute to the efficient execution of commercial operations and technical department invoicing. The successful candidate will be integral in maintaining effective communication, tracking action lists, and ensuring that all administrative functions are completed accurately and on time. 

Required Education/Experience:

• Bachelor’s degree from a four-year college or university and/or more than 3 years’ experience in similar positions are required.   

Job Responsibilities:

General Administrative Support:

- Assist the Head of Commercial Operations with daily tasks and administrative functions, ensuring smooth and efficient operation.

- Manage and organize correspondence, ensuring timely responses and accurate communication.

- Maintain and update filing systems for easy access to commercial operation documents, contracts, and reports.

Technical Department Invoicing & Financial Administration:

- Coordinate with the technical department to ensure all invoices are accurate and submitted in a timely manner.

- Assist with the preparation, processing, and follow-up of invoicing, interpreting and ensuring compliance with company policies and procedures.

- Track invoice status, resolve discrepancies, and liaise with finance teams as needed

Action List Management:

- Track and follow up on action items and to-do lists from meetings, ensuring that deadlines are met.

- Maintain a record of key tasks and deadlines for various teams within the commercial operations department.

Meeting Coordination & Notes:

- Attend meetings as required and take accurate notes, providing concise summaries to relevant stakeholders.

- Distribute meeting notes and track follow-up actions based on discussions, ensuring nothing is overlooked.

Communication & Stakeholder Liaison:

- Act as a liaison between departments and external partners, ensuring smooth communication and follow-up on queries or issues.

- Assist with scheduling meetings, managing calendars, and preparing necessary documentation or materials for meetings.

Other Support:

- Provide ad-hoc support for complex commercial operations projects as needed. 

- Assist in the preparation of reports, presentations, and other documents for the Head of Commercial Operations.

Preferred Skills/Qualifications:

• Proven experience in an administrative role, ideally within a commercial operations or related environment.
• Excellent communication skills, both written and verbal, with a keen attention to detail.
• Strong organizational skills with the ability to prioritize multiple tasks and manage time efficiently.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• SAP or a similar ERP system experience
• Experience with invoicing or billing processes is a plus.
• Ability to work independently, follow through on tasks, and maintain confidentiality when necessary.
• Strong problem-solving skills and a proactive approach to supporting the team.

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