Executive Administrative Assistant / Permit Coordinator
We are looking for a responsible, organized, and motivated Executive Administrative Assistant to join our office. This is an important position in our company, as many daily office operations, permit processes, documentation, and communication with different departments will depend on this person.
Our office has a positive and supportive work environment, and we are looking for someone who is professional, punctual, dependable, and willing to help wherever needed.
Job Responsibilities
The Executive Administrative Assistant will be responsible for supporting daily office operations and assisting with administrative, permitting, and communication tasks.
Responsibilities include, but are not limited to:
Answering phone calls in a professional and friendly manner
Responding to emails and managing daily email communication
Scheduling and booking appointments
Assisting clients, vendors, counties, cities, and different departments as needed
Submitting permit applications to counties, cities, and other departments
Following up on permit applications, inspections, and required documents
Keeping track of inspection dates, results, and pending items
Making sure all documentation is complete, updated, organized, and submitted on time
Communicating with counties, cities, and permit departments regarding requirements and updates
Learning how to handle different situations related to permits, inspections, and documentation
Maintaining accurate office records and files
Using basic Microsoft Excel, Microsoft Word, and email systems
Helping around the office with general administrative duties as needed
Assisting with yearly or semi-yearly audit paperwork by preparing and submitting documents to the accountant
Supporting management with daily tasks and special projects
Qualifications
The ideal candidate should have:
Bilingual English and Spanish required
Strong communication skills, both written and verbal
Basic knowledge of Microsoft Excel and Microsoft Word
Experience with email management
Ability to answer phones and communicate professionally
Strong organizational skills and attention to detail
Ability to multitask and prioritize responsibilities
Willingness to learn county, city, and department permit procedures
Ability to keep documentation accurate and up to date
Professional attitude and good customer service skills
Ability to work independently and take responsibility for daily tasks
Desired Qualities
We are looking for someone who is:
Responsible and reliable
Punctual and respectful of work hours
Organized and detail-oriented
Honest and trustworthy
Willing to help wherever needed
Able to work well in an office environment
Patient and professional when handling different departments or situations
Able to learn quickly and follow instructions
Comfortable managing important paperwork and deadlines
A team player with a positive attitude
Work Environment
This position is in a professional office setting with a friendly and supportive environment. The right person will play a key role in helping the office run smoothly and making sure permits, inspections, appointments, emails, and documentation are properly handled.
Job Type: Full-time
Pay: From $23.00 per hour
Benefits:
Language:
- English, Spanish (Required)
Work Location: In person
