Construction Administrative Assistant - Freelance, Remote

The Impact you’ll make

• Respond to leads (Angie’s List, magazine inquiries), call prospects to collect project details, and schedule follow-up calls.
• Create and maintain client/project profiles with all pertinent contact, site, and scope information.
• Qualify leads and pass ready projects to drafting/permit teams.

• Draft accurate proposals for building permits, new construction, renovations, and commercial buildouts using templates and company standards.
• Use the 369 Dynamics AI tool and construction terminology knowledge to ensure technical accuracy.
• Send proposals promptly and follow up to secure client approval.

• Organize job information and ensure permit expediters, architects, surveyors, and engineers have what they need for time-sensitive permit work.
• Track permit application status, required documents, and submission deadlines; escalate issues proactively.
• Prepare and submit permit paperwork online or to permit offices as directed.

• Professionally handle phone and email communications with clients, permit expediters, and service providers.
• Provide regular status updates to clients and internal stakeholders.
• Coordinate meetings, site visits, and document exchanges.
  
  

• Manage multiple concurrent projects (up to ~7) and maintain organized job folders and trackers.
• Maintain and update CRM/lead sources (Angie’s List), documentation systems, and internal checklists.
• Support billing/project handoffs with permit expediters and part-time admin as needed.

Skills, Knowledge and Expertise

• Direct experience in the construction industry with clear understanding of site plans, surveying, architectural plans, and permitting workflows.
• Prior administrative or operations experience supporting construction, architecture, or permit expediting teams.
• Proven client-facing experience (phone/email) handling intake and coordination.
• Ability to work US Eastern Standard Time business hours (M–F, 9 AM–5 PM EST) and reliably cover a 40-hr/week schedule (or start 20 hrs/week with plan to ramp to full-time).

• Proficiency with permit application processes, reading site/architectural plans, and using construction terminology.
• Comfortable using 369 Dynamics AI (or similar tools), email, phone systems, and CRM/lead platforms (Angie’s List). Soft skills / traits:
• “Military-like” attention to detail, organized, process-driven.
• Strong people skills, professional client-facing demeanor, and assertive follow-up.
• Time-management, multi-tasking, and ability to prioritize under deadline pressure.
• Proactive problem-solver and clear written communicator.

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

• You thrive in a structured, detail-oriented operational role and want to be the person who ensures projects don’t fall through the cracks.
• You respect process, enjoy coordinating multiple stakeholders, and take ownership of client experience.
• You are comfortable learning and using construction-specific language and tools to produce technically accurate materials.
• You are reliable, responsive during US business hours, and committed to scaling up for a busy season.

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

• 40 hours per week
• Monday–Friday, 9:00 AM–5:00 PM US Time

• $7 per hour
• No benefits package included

Benefits