Remote Administrative Assistant / Proofreader

The Administrative Assistant / Proofreader will provide administrative, operational, and document-support services for homes under construction and company operations. This role will be responsible for managing utility accounts, company credit card expenses, permitting activities, records, and written materials while ensuring information is accurate, organized, and completed on schedule.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable following up with vendors, utility providers, municipalities, and internal team members. Strong written communication skills and excellent attention to spelling, grammar, formatting, and accuracy are also important for this position.

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 with 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

Proofreading & Document Review

The Administrative Assistant / Proofreader will review company documents and written materials to ensure they are accurate, clear, professional, and properly formatted. Responsibilities include:

Proofreading emails, reports, forms, correspondence, project documents, and other written materials

Checking documents for spelling, grammar, punctuation, capitalization, and formatting errors

Reviewing documents for consistency in names, dates, numbers, addresses, and other important information

Identifying typographical and factual inconsistencies and bringing them to the appropriate team member's attention

Reviewing documents before submission to vendors, municipalities, clients, or other third parties

Making appropriate corrections while maintaining the original meaning and intent of the document

Ensuring documents follow company formatting and documentation standards

Comparing revised documents against original versions to confirm that requested changes have been completed accurately

Maintaining confidentiality when reviewing internal, financial, construction, or other company documents

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

Review information carefully and identify errors or missing details before documents are finalized

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

Perform other administrative and document-review duties as assigned

Preferred Skills

Strong attention to detail and accuracy

Excellent written communication, spelling, and grammar skills

Strong organizational and time-management abilities

Ability to manage multiple tasks and deadlines

Comfortable communicating with vendors, agencies, and internal teams

Basic computer and document-management skills

Ability to learn software such as Buildertrend and other company systems

Dependable, professional, and able to work independently