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.