Remote Admin And Permits Assistant

Job description / Role

Summary

We are seeking a highly organized, dependable, and customer-focused remote admin & permits assistant to support our sales and operations teams remotely. This role is essential to ensuring seamless communication with clients, accurate contract processing, and efficient coordination of daily administrative functions. The ideal candidate will be a strong communicator with the ability to multitask and manage responsibilities with minimal supervision.

Detailed Responsibilities

Phone & client communication
Answer incoming phone calls professionally and route as needed.
Make outbound calls to follow up on estimates, confirm appointments, or provide updates.
Send appointment reminders and updates to clients via text, email, or phone.

Scheduling & calendar management
Manage and update the sales team's Google Calendar.
Schedule appointments with clients through calls, texts, and emails.
Ensure no overlaps or conflicts in daily schedules.

Administrative support
Process customer contracts accurately and ensure all required information is captured.
Submit and track permits with various city or county municipalities.
Submit and monitor utility locate tickets (e.g., 811 tickets).
Follow up with sales reps on outstanding estimates and customer responses.
Perform general administrative tasks such as data entry, digital file organization, and internal communication support.

Additional responsibilities
Maintain organized digital records of contracts, permits, utility tickets, and communication logs.
Assist with improving administrative processes for better efficiency.
Provide responsive, professional support to the team and customers.

Qualifications / Requirements

• High school diploma or equivalent (associate’s degree preferred).
• 1–2 years of administrative, customer service, or virtual assistant experience.
• Excellent verbal and written communication skills.
• Proficient in using Google Workspace (Docs, Sheets, Calendar, Gmail).
• Comfortable using CRM systems and project management tools (experience with JobNimbus, Monday.com, or similar is a plus).
• Ability to manage time effectively and handle multiple priorities.
• Strong attention to detail and organizational skills.
• Reliable internet connection and home office setup.
• Familiarity with permitting or construction processes is a plus but not required.

Schedule

Fully remote role.
40 hours per week.