Administrative assistant/ permitting specialist/customer service

Job Title: Administrative Assistant / Permitting specialist/ Marketing/accounting
Job Overview

We are seeking a highly organized, very detail oriented and proactive Administrative Assistant with a marketing background to join our growing team. This role combines administrative support, project management, and marketing responsibilities, requiring a detail-oriented individual who can work independently and contribute to improving business operations. The ideal candidate will have excellent communication skills, technical proficiency, and a positive attitude, with the potential to supervise additional assistants as the company expands. This is a long-term opportunity for someone who thrives in a dynamic environment and is committed to delivering exceptional results. The breakdown of responsibilities will be 80 administrative and 20% marketing/others.

VERY IMPORTANT - Must be able to work during the hours of 8:00 AM - 3:00 PM - MON-FRI - EST. If you cannot, please do not apply


Key Responsibilities

Permit processing, follow up and updating clients is the main focus of this position. We create trainings regarding the process and need this to understood fully to work independently after training. Provide administrative support, including managing accounts receivable, preparing end-of-day (EOD) reports, and submitting a monthly report with recommendations for improving business operations. A construction background is a plus due to the understand of terminology but not a requirement.
Utilize project management skills to track jobs, respond to clients, update internal systems, and oversee scheduling for installations, service calls, final inspections, and permit paperwork.
Leverage SEO expertise to enhance the company’s existing website and online presence, as well as support other businesses during slow periods.
Conduct market research to identify opportunities and support marketing initiatives.
Supervise additional assistants as the company grows, ensuring tasks are completed efficiently and feedback is provided.
Communicate effectively using Slack and other tools to collaborate with the team.
Handle client interactions, including resolving issues with upset clients professionally and maintaining a positive demeanor.
Requirements

Technical Skills: Must have a stable and fast internet connection (system verification required), proficiency in Slack, and experience with website management and SEO. Basic technical troubleshooting skills are a plus.
Organizational Skills: Extremely organized with a proven ability to work independently once trained.
Experience: Background in accounts receivable, marketing, and project management. Experience managing timelines, handling stress, and dealing with upset clients is essential.
Language: Proficient in English (spoken and written); Spanish proficiency is a plus but not required.
Work Schedule: Must be available Monday through Friday, 8:00 AM to 4:00 PM, with a 1-hour unpaid lunch break. Certain holidays will be paid after 180 days of employment, and paid days off will be offered. Days off must be scheduled one week in advance, with phone voicemail and email auto-responses set up (copying the employer on incoming emails).
Reporting: Submit daily EOD reports and provide consistent feedback on completed tasks without needing repeated follow-ups from the employer.
Attitude: Positive, proactive, and friendly with a great attitude and a smile—essential for client-facing and team interactions.
Long-Term Commitment: Desire to build a multi-year relationship with the company by following instructions and working collaboratively.

In your application, please address the following:

What projects have you managed in the past, and how did you handle them? How do you manage stress and tight timelines?
How have you dealt with upset clients in previous roles?
What are your interests outside of work?
Do you have a family?
Why do you want this job, and what motivated you to apply?
Have you worked in permitting construction projects/ residential/commercial?
What are you looking for in this position? How committed would you be to the firm?


A short video (2-3 minutes) introducing yourself, addressing the questions above, and explaining why you’re a great fit for this role.
Why Join Us?
A resume detailing your relevant experience.

This is an opportunity to grow with a company that values feedback, rewards excellence, and fosters long-term relationships. If you’re an independent worker with a passion for organization, marketing, and client satisfaction, we’d love to hear from you!