Remote Administrative Assistant

The Administrative Assistant will provide administrative and operational support for homes under construction and company operations. This role will be responsible for managing utility accounts, company credit card expenses, and permitting activities while maintaining accurate records and ensuring tasks are completed accurately and on schedule.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable following up with vendors, utility providers, municipalities, and internal team members.

Utility Account & Billing Management

The Administrative Assistant will oversee utility accounts for homes under construction and company operations. Responsibilities include:

• Setting up new utility accounts and coordinating new service requests
• Managing utility accounts, bills, and payment deadlines
• Paying utility bills accurately and on time
• Entering utility payment information and documentation into Buildertrend
• Coordinating utility service transfers, disconnects, and new service requests
• Monitoring service status and resolving issues as needed
• Communicating and following up with utility providers to ensure timely completion of requests
• Maintaining organized and accurate utility records

Payment Management

The Administrative Assistant will assist with the administration, documentation, and reconciliation of company credit card expenses. Responsibilities include:

• Entering credit card transactions and payment details into Buildertrend
• Attaching and maintaining receipts, invoices, and supporting documentation
• Reconciling company credit card transactions in Buildertrend to monthly credit card statements
• Identifying missing receipts, invoices, or supporting documentation and following up as needed
• Ensuring credit card expenses are properly documented, categorized, and coded
• Maintaining accurate and organized records of company credit card expenses

Construction Administrative Support

The Administrative Assistant will provide administrative support throughout the permitting process for new homes and related construction activities. Responsibilities include:

• Tracking permit applications and monitoring application status
• Following up with cities, municipalities, and other agencies regarding permit requirements and status
• Paying permit and application fees when due
• Entering and maintaining permit-related information in Buildertrend
• Preparing, completing, and submitting forms and applications required for permitting
• Placing and tracking engineering orders
• Requesting new address assignments as needed
• Maintaining accurate records of permit applications, approvals, fees, correspondence, and related documentation

General Administrative Support

• Maintain accurate, organized, and up-to-date records
• Monitor deadlines and follow up on outstanding items
• Communicate professionally with vendors, utility providers, municipalities, and other third parties
• Assist the construction and operations teams with administrative tasks as needed
• Identify and communicate issues that may delay payments, services, permits, or other project-related activities
• Maintain confidentiality and exercise good judgment when handling company information and financial documentation