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The Administrative Assistant / Proofreader will provide administrative, operational, construction, and document-support services for homes under construction and overall 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 communicating and following up with vendors, utility providers, municipalities, and internal team members. Strong written communication skills, along with excellent spelling, grammar, formatting, and proofreading abilities, are essential for this position.

Key Responsibilities

1. Utility Account & Billing Management

Oversee utility accounts and related billing for homes under construction and company operations, including:

Set up new utility accounts and coordinate new service requests.

Manage utility accounts, bills, and payment deadlines.

Pay utility bills accurately and on time.

Enter utility payment information and supporting documentation into Buildertrend.

Coordinate utility service transfers, disconnects, and new service requests.

Monitor service status and resolve issues as needed.

Communicate and follow up with utility providers to ensure timely completion of requests.

Maintain organized and accurate utility records.

2. Payment & Credit Card Expense Management

Assist with the administration, documentation, and reconciliation of company credit card expenses, including:

Enter credit card transactions and payment details into Buildertrend.

Attach and maintain receipts, invoices, and supporting documentation.

Reconcile company credit card transactions in Buildertrend with monthly credit card statements.

Identify missing receipts, invoices, or supporting documentation and follow up as needed.

Ensure credit card expenses are properly documented, categorized, and coded.

Maintain accurate and organized records of company credit card expenses.

3. Construction & Permitting Administrative Support

Provide administrative support throughout the permitting process for new homes and related construction activities, including:

Track permit applications and monitor application status.

Follow up with cities, municipalities, and other agencies regarding permit requirements and status.

Pay permit and application fees when due.

Enter and maintain permit-related information in Buildertrend.

Prepare, complete, and submit forms and applications required for permitting.

Place and track engineering orders.

Request new address assignments as needed.

Maintain accurate records of permit applications, approvals, fees, correspondence, and related documentation.

Identify and communicate issues that may delay permits or other construction-related activities.

4. Proofreading & Document Review

Review company documents and written materials to ensure they are accurate, clear, professional, and properly formatted.

Responsibilities include:

Proofread emails, reports, forms, correspondence, project documents, and other written materials.

Check documents for spelling, grammar, punctuation, capitalization, and formatting errors.

Review documents for consistency in names, dates, numbers, addresses, and other important information.

Identify typographical and factual inconsistencies and bring them to the appropriate team member's attention.

Review documents before submission to vendors, municipalities, clients, or other third parties.

Make appropriate corrections while maintaining the original meaning and intent of the document.

Ensure documents follow company formatting and documentation standards.

Compare revised documents against original versions to confirm requested changes have been completed accurately.

Maintain confidentiality when reviewing internal, financial, construction, and other company documents.

5. General Administrative Support

Provide general administrative support to the construction and operations teams, including:

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 & Qualifications

The ideal candidate will have:

Strong attention to detail and a high level of accuracy.

Excellent written communication, spelling, grammar, and proofreading skills.

Strong organizational and time-management abilities.

Ability to manage multiple tasks, priorities, and deadlines.

Ability to follow up consistently and proactively on outstanding items.

Professional communication skills when working with vendors, agencies, municipalities, and internal teams.

Basic computer and document-management skills.

Ability to learn and effectively use Buildertrend and other company software and systems.

Strong problem-solving and follow-through skills.

Ability to work independently while knowing when to ask questions or escalate issues.

Dependable, professional, organized, and trustworthy work habits.

Ability to maintain confidentiality and handle sensitive company information appropriately.