Operations Assistant (International)

PermitFlow; New York (NY); Remote; USD 5,500 - 9,600; Full time

Job summary

PermitFlow is seeking a competent Operations Assistant to support building permit applications and related administrative operations. The role requires strong organization, reliability, and the ability to maintain a complete paper trail of communications.

You will manage deadlines, follow processes, and escalate issues when needed. The successful candidate will be tech-savvy, detail-oriented, and capable of independent work while collaborating with a team to ensure accurate record keeping and

Qualifications

• Highly organized and detail-oriented candidates.
• Strong work ethic, integrity, and accountability.
• Able to manage multiple projects and deadlines.
• Professional and receptive to feedback; accepts corrections.
• Able to work independently without constant supervision.
• Strong written and verbal communication skills.

Responsibilities

• Support building permit applications and related administrative operations.
• Maintain a clear paper trail of emails, calls, submissions and responses.
• Review documents for missing information, errors or inconsistencies.
• Escalate issues to the appropriate person when needed.

Skills

Highly organized

Detail-oriented

Strong work ethic

Accountability

Prioritization

Independent worker

Written and verbal communication

Paper trail maintenance

Escalation skills

Team player

Tech-savvy

Learning new portals/software

Research and problem solving

Attention to detail in documents

Ownership of tasks

Consistent under deadlines

Tools

Online permitting portals

Spreadsheet software

AI tools

Job description

PermitFlow is redefining how America builds. We’re an applied AI company serving the nation’s builders, tackling one of the largest information challenges in the economy: understanding what can be built, where, and how. Our AI agent workforce helps the fastest-growing construction companies navigate everything from permitting and licensing to inspections and project closeouts – accelerating housing, clean-energy, and infrastructure development across the country.

Despite being a $1.6T industry, construction still suffers from massive delays, wasted capital, and lost opportunity. PermitFlow has already delivered unprecedented speed, accuracy, and visibility to over $20B in development, helping contractors reduce compliance time, de-risk projects, and scale with confidence.

As the U.S. enters a new capex supercycle across data centers, factories, housing, and renewables, joining PermitFlow means building the AI infrastructure at the core of every construction project driving the next wave of reindustrialization.

We’ve raised over $90M, most recently completing our Series B, from top-tier investors including Accel, Kleiner Perkins, Initialized, Y Combinator, Felicis, and Altos Ventures, with backing from leaders at OpenAI, Google, Procore, ServiceTitan, Zillow, PlanGrid, and Uber.

We are looking for a competent, reliable, and detail-oriented Operations Assistant to support our team with building permit applications and related administrative operations.

This is not a basic data-entry or “mouse-moving” position. We need someone who can think, follow through, accurate and organized record keeping, communicate professionally, and take ownership of their work.

What We’re Looking For

• Highly organized and detail-oriented

• Strong work ethic, integrity, and accountability

• Able to prioritize tasks and manage multiple projects and deadlines

• Professional and receptive to feedback; does not take corrections personally

• Able to work independently without constant supervision

• Strong written and verbal communication skills

• Keeps a clear and complete paper trail of emails, calls, submissions, responses

• Knows when to ask questions and when to escalate an issue to the appropriate person or higher-ranking point of contact

• Good team player who communicates updates and problems promptly

• Tech-savvy and able to learn and use online permitting portals, software, AI tools, spreadsheets, and other systems

• Strong research and problem-solving skills

• Able to review documents carefully and identify missing information, errors, or inconsistencies

• Takes ownership of assigned work and does not wait to be told every next step

• Able to handle repetitive administrative work without becoming careless

• Comfortable working with deadlines, revisions, government processes, and follow-ups

• Building permit, construction, architecture, engineering, or real estate experience is a strong advantage

The Right Person for This Role

We are looking for someone who gets things done; should be comfortable taking an assignment, understanding what needs to happen, keeping track of the details, following up with the right people, documenting the process, and reporting back clearly.

We value competence, honesty, initiative, accountability, and consistency more than simply being online for a certain number of hours.

Schedule and Compensation

• 40 hours per week, Monday through Friday.

• Night shift hours: 9 PM to 5 AM your local time (aligned to US business hours).

• Contract position — no benefits or PTO.

• Pay: Pay: $3.50–$7.00/hr depending on location and experience.

PermitFlow provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, gender expression, or family status, as protected by applicable law.

We are committed to a diverse and inclusive workforce and welcome people from all backgrounds, experiences, perspectives, and abilities. All employment decisions are based on merit, qualifications, and business needs.