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Administration
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