Administrative assistant join to apply for the administrative assistant role at insideout the client is a trusted, preferred residential and commercial roofing contractor based in florida. The company has a long-standing history in the industry, bringing 35 years of roofing experience to every job. About the role the client is seeking an experienced and dedicated virtual admin assistant to serve as the critical administrative backbone for our roofing business. You will be responsible for streamlining the owner's workflow by managing key administrative, communication, and project support tasks. The successful candidate must be a proactive self-starter who can not only follow instructions but also think one step ahead, operating with little to no supervision. Experience working with american construction or roofing companies is highly preferred. Key responsibilities email management & filtering : efficiently manage the owner's email inboxes, filtering out spam, responding to routine inquiries, and forwarding essential communications (e.g., from cities or key partners) for immediate action. Document & data entry : process customer information received via phone or email, including capturing addresses and emails, and organize and maintain digital files and a customer database/crm. System template management : utilize and maintain pre-made templates for quotes and contracts, updating them with new client names, addresses, and pricing/deposit details as needed for efficiency. Pricing/quoting support : assist in the fast preparation of price quotes. This involves receiving screenshots of addresses and project specifications from the owner and accurately translating that data into a final quote or proposal for the customer. Online municipal permit applications : gather required project documentation, submit applications through various city portals, actively track their status, and ensure timely communication regarding approvals and compliance. Phone and text management : handle incoming calls and texts, route them appropriately, answer general inquiries, and ensure no customer leads or essential business communications are missed. Proactive communication : act as a first point of contact, demonstrating a professional and cheerful demeanor, and maintaining high-quality communication with all stakeholders. Qualifications & skills proactive & independent : must be a high-level professional who can anticipate needs and be a step ahead of the owner on every task, requiring minimal supervision. Construction/roofing competence : possess or quickly acquire a solid understanding of the roofing business process, including standard materials (e.g., shingles, flat roofs) and terminology. Organizational mastery : highly organized with exceptional attention to detail to keep all systems, digital files, and communications orderly. Tech proficiency : comfortable using or quickly learning new software, including email clients, crms, and basic document/template software. Excellent verbal and written skills in english. Fluency in spanish with both written and verbal skills being beneficial. Additional information seniority level: associate employment type: full-time job function: administrative industries: construction and real estate j-18808-ljbffr