Job Overview

We are seeking a highly organized and proactive Operations & Administrative Virtual Assistant to support permit coordination, event administration, operational tracking, and internal process management for a growing business. This is a high-level administrative role that requires excellent English communication skills, strong judgment, and the ability to manage time-sensitive coordination tasks independently. The ideal candidate is detail-oriented, resourceful, and confident handling permits, spreadsheets, email communication, documentation, and operational workflows with minimal supervision.

Schedule: Monday to Friday 9am to 6pm with 1 hr unpaid break

Responsibilities

Permit & Event Administration

• Research city, county, and municipal permit requirements for events and operational activities
• Complete and submit permit applications accurately and within required deadlines
• Communicate professionally with municipalities, permit offices, and local agencies via phone and email
• Track permit approvals, denials, expiration dates, and outstanding requirements
• Maintain and update master permit spreadsheets and Lowe’s/store schedules
• Organize and upload Certificates of Insurance (COIs), licenses, permits, and supporting documentation
• Ensure all documentation remains accurate, organized, and accessible

Operations & Administrative Support

• Coordinate operational workflows and assist with administrative project management
• Create, update, and maintain SOPs, tracking systems, and operational documentation
• Monitor deadlines and proactively follow up on pending items or missing information
• Maintain organized records, spreadsheets, and internal reporting systems
• Support leadership with administrative coordination and process improvement initiatives
• Escalate urgent issues or operational delays appropriately

Communication & Coordination

• Handle email communication professionally and efficiently
• Coordinate with vendors, municipalities, stores, and internal stakeholders as needed
• Maintain clear and timely communication across multiple ongoing projects
• Ensure operational tasks are completed accurately and on schedule

Requirements

• Previous experience in senior administrative support, operations coordination, permit coordination, or project administration roles
• Excellent written and verbal English communication skills
• Strong judgment and ability to work independently with minimal supervision
• Advanced organizational and multitasking abilities
• Strong Excel and Google Sheets skills
• Experience managing permits, COIs, licenses, schedules, or compliance documentation is highly preferred
• Ability to manage multiple deadlines and operational priorities simultaneously
• Experience creating SOPs, workflows, or operational documentation is a plus
• Detail-oriented, proactive, and highly reliable in a remote work environment

Independent Contractor Perks
HMO Coverage for eligible locations
Permanent work from home
Immediate hiring
Steady freelance job

Side Note

This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.