Remote Admin & Permits Assistant - Europe

Scalesource; Deutschland; Hybrid; EUR 20.000 - 40.000; Vollzeit

Zusammenfassung

A remote service company is seeking a highly organized Remote Admin & Permits Assistant to support its sales and operations teams. The candidate must have excellent communication skills and a strong background in administrative tasks. Responsibilities include managing client communications, scheduling appointments, and maintaining digital records. This fully remote role requires 1–2 years of related experience and proficiency with Google Workspace.

Qualifikationen

• 1–2 years of administrative, customer service, or virtual assistant experience.
• Familiarity with permitting or construction processes is a plus.

Aufgaben

• Answer incoming phone calls professionally and route as needed.
• Manage and update the sales team's Google Calendar.
• Process customer contracts accurately and ensure all required information is captured.
• Maintain organized digital records of contracts, permits, and communication logs.

Kenntnisse

Excellent verbal and written communication skills

Proficient in using Google Workspace

Strong attention to detail and organizational skills

Time management and multitasking

Ausbildung

High school diploma or equivalent

Associate's degree preferred

Tools

Google Workspace

CRM systems

JobNimbus

Monday.com

Jobbeschreibung

Remote Admin & Permits Assistant

Location:Remote (must live outside the U.S.)
Salary:$1,200 USD/month
Hours:40 hours per week

Summary

We are seeking a highly organized, dependable, and customer-focusedVirtual Administrative Coordinatorto support our sales and operations teams remotely.
This role is essential to ensuring seamless communication with clients, accurate contract processing, and efficient coordination of day-to-day administrative functions.
The ideal candidate will be a strong communicator with the ability to multitask and manage tasks with minimal supervision.

Detailed Responsibilities

Phone & Client Communication

• Answer incoming phone calls professionally and route as needed.
• Make outbound calls to follow up on estimates, confirm appointments, or provide updates.
• Send appointment reminders and updates to clients via text, email, or phone.

Scheduling & Calendar Management

• Manage and update the sales team's Google Calendar.
• Schedule appointments with clients through calls, texts, and emails.
• Ensure no overlaps or conflicts in daily schedules.

Administrative Support

• Process customer contracts accurately and ensure all required information is captured.
• Submit and track permits with various city or county municipalities.
• Submit and monitor utility locate tickets (e.g., 811 tickets).
• Follow up with sales reps on outstanding estimates and customer responses.
• Perform general administrative tasks such as data entry, digital file organization, and internal communication support.

Additional Responsibilities

• Maintain organized digital records of contracts, permits, utility tickets, and communication logs.
• Assist with improving administrative processes for better efficiency.
• Provide responsive, professional support to the team and customers.

Qualifications / Requirements

• High school diploma or equivalent (Associate’s degree preferred).
• 1–2 years of administrative, customer service, or virtual assistant experience.
• Excellent verbal and written communication skills.
• Proficient in using Google Workspace (Docs, Sheets, Calendar, Gmail).
• Comfortable using CRM systems and project management tools (experience with JobNimbus, Monday.com, or similar is a plus).
• Ability to manage time effectively and handle multiple priorities.
• Strong attention to detail and organizational skills.
• Reliable internet connection and home office setup.
• Familiarity with permitting or construction processes is a plus but not required.

Schedule

• Fully remote role.
• 40 hours per week.