Remote Admin & Permits Assistant
Location: Remote (must live outside the U.S.)
Salary: $1,200 USD/month
Hours: 40 hours per week
Summary
We are seeking a highly organized, dependable, and customer-focused Virtual Administrative Coordinator 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 day-to-day administrative functions.
The ideal candidate will be a strong communicator with the ability to multitask and manage tasks 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.
