Administrative Assistant

Job DescriptionJob Description

We are looking for an Administrative Assistant to support permit coordination, compliance tracking, and administrative operations for service projects. This contract position plays an important role in keeping permit activity, inspection timelines, equipment registration, and customer records accurate and current across multiple jurisdictions. The ideal candidate is highly organized, detail-oriented, and comfortable managing documentation, deadlines, and communication with both internal teams and external agencies.

All potential candidates should read through the following details of this job with care before making an application.

Responsibilities:

Oversee permit activities from initial research and application submission through approval, inspection coordination, and final closure for service-related projects.

Review jurisdiction-specific requirements and prepare complete permit documentation for filing through online systems, mail, or in-person submission methods.

Maintain accurate permit records, including application progress, approval details, permit identifiers, associated job information, and key deadlines.

Arrange required inspections with local authorities and keep technicians, dispatch personnel, and project stakeholders informed of scheduled dates and expectations.

Monitor inspection results, coordinate follow-up actions after failed inspections, and secure timely reinspection when corrective work is needed.

Process permit fee payments using approved company methods, document related expenses, and provide organized receipts and support for accounting reconciliation.

Register newly installed equipment with manufacturers and warranty programs, ensuring model, serial, installation, and customer information is entered correctly.

Update and audit ServiceTitan customer location files so installed equipment details, warranty information, and registration notes remain complete and current.

Experience in administrative support, permit coordination, or a similar detail-focused office role.
Strong data entry accuracy and the ability to manage multiple records, deadlines, and follow-up tasks at the same time.
Working knowledge of ServiceTitan or comparable service management software.
Ability to communicate clearly with internal teams, permitting offices, and customers in a clear and attentive manner.
Familiarity with customer service and receptionist-style support in a fast-paced environment.
Proficiency with standard office tools and recordkeeping processes, including payment tracking and documentation management. xhqgsiq
Strong organizational skills with the ability to work independently and maintain accuracy across high-volume administrative tasks.