Job Details

Administrative Assistant / Proofreader

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