Construction Administrative Assistant - Freelance, Remote

Magic

3d•$7 - $7•Remote

About The Position

About the Client A mobile construction and permit-expediting firm based in Georgia that supports real estate investors, developers, and contractors with due diligence, permitting, and architectural plan services. They provide location analysis, code and use reviews, permit application/expediting, and coordination with surveyors, engineers, and contractors. The team focuses on fast, reliable permit processing and clear client communication for residential and commercial projects. Why does this role exist? This role exists to take ownership of incoming project intake and administrative orchestration so technical leadership can focus on architectural drafting and design. The assistant will ensure client information is gathered accurately, proposals are produced and sent quickly, and permit- and time-sensitive project tasks are coordinated across internal and external stakeholders. Hiring this role prevents work from falling through the cracks during a growth-driven busy season and protects the company’s reputation for reliable service. The Impact you’ll make Client intake & lead response Respond to leads (Angie’s List, magazine inquiries), call prospects to collect project details, and schedule follow-up calls. Create and maintain client/project profiles with all pertinent contact, site, and scope information. Qualify leads and pass ready projects to drafting/permit teams. Proposal writing & documentation Draft accurate proposals for building permits, new construction, renovations, and commercial buildouts using templates and company standards. Use the 369 Dynamics AI tool and construction terminology knowledge to ensure technical accuracy. Send proposals promptly and follow up to secure client approval. Project coordination & permit processing support Organize job information and ensure permit expediters, architects, surveyors, and engineers have what they need for time-sensitive permit work. Track permit application status, required documents, and submission deadlines; escalate issues proactively. Prepare and submit permit paperwork online or to permit offices as directed. Communication & client-facing management Professionally handle phone and email communications with clients, permit expediters, and service providers. Provide regular status updates to clients and internal stakeholders. Coordinate meetings, site visits, and document exchanges. Operations & systems administration Manage multiple concurrent projects (up to ~7) and maintain organized job folders and trackers. Maintain and update CRM/lead sources (Angie’s List), documentation systems, and internal checklists. Support billing/project handoffs with permit expediters and part-time admin as needed.

Requirements

Direct experience in the construction industry with clear understanding of site plans, surveying, architectural plans, and permitting workflows.
Prior administrative or operations experience supporting construction, architecture, or permit expediting teams.
Proven client-facing experience (phone/email) handling intake and coordination.
Ability to work US Eastern Standard Time business hours (M–F, 9 AM–5 PM EST) and reliably cover a 40-hr/week schedule (or start 20 hrs/week with plan to ramp to full-time).
Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home

Nice To Haves

Proficiency with permit application processes, reading site/architectural plans, and using construction terminology.
Comfortable using 369 Dynamics AI (or similar tools), email, phone systems, and CRM/lead platforms (Angie’s List).
Soft skills / traits: “Military-like” attention to detail, organized, process-driven.
Strong people skills, professional client-facing demeanor, and assertive follow-up.
Time-management, multi-tasking, and ability to prioritize under deadline pressure.
Proactive problem-solver and clear written communicator.

Responsibilities

Client intake & lead response Respond to leads (Angie’s List, magazine inquiries), call prospects to collect project details, and schedule follow-up calls.
Create and maintain client/project profiles with all pertinent contact, site, and scope information.
Qualify leads and pass ready projects to drafting/permit teams.
Proposal writing & documentation Draft accurate proposals for building permits, new construction, renovations, and commercial buildouts using templates and company standards.
Use the 369 Dynamics AI tool and construction terminology knowledge to ensure technical accuracy.
Send proposals promptly and follow up to secure client approval.
Project coordination & permit processing support Organize job information and ensure permit expediters, architects, surveyors, and engineers have what they need for time-sensitive permit work.
Track permit application status, required documents, and submission deadlines; escalate issues proactively.
Prepare and submit permit paperwork online or to permit offices as directed.
Communication & client-facing management Professionally handle phone and email communications with clients, permit expediters, and service providers.
Provide regular status updates to clients and internal stakeholders.
Coordinate meetings, site visits, and document exchanges.
Operations & systems administration Manage multiple concurrent projects (up to ~7) and maintain organized job folders and trackers.
Maintain and update CRM/lead sources (Angie’s List), documentation systems, and internal checklists.
Support billing/project handoffs with permit expediters and part-time admin as needed.