Administrative Assistant

About the Role Our client is a well-established roofing contractor based in Colorado, USA, serving customers across the Colorado Front Range. The business currently completes approximately three roofs per week and has the infrastructure to significantly increase its volume. They are looking for a highly organised, proactive and detail-oriented Administrative Assistant to support the growing operation. Despite the Administrative Assistant title, this is not a junior or passive role . The successful candidate will be expected to take ownership, work independently, follow projects through to completion, identify issues before they become problems and continuously look for ways to improve processes. This is a phone-heavy and customer-facing position , with significant inbound and outbound communication. Native-level or near-native spoken English is essential. Requirements Key Responsibilities Customer & Office Administration Answer and return company phone calls. Monitor and respond to company emails. Communicate professionally with homeowners, vendors, subcontractors, insurance companies, inspectors and municipalities. Maintain accurate customer and project records. Manage tasks and projects within the CRM system. Keep project notes, statuses, documents and follow-up tasks up to date. Identify projects or tasks that appear stalled and take appropriate action. Lead Follow-Up Contact new leads promptly. Follow up with leads who have not scheduled appointments. Assist with inspection and appointment scheduling. Document all lead communication and follow-up activity. Ensure potential opportunities do not fall through the cracks. Permits & Inspections Apply for roofing and construction permits with cities and counties throughout Colorado. Research municipality-specific permitting requirements. Track permit applications through approval. Record permit costs and upload permits to customer files. Identify projects requiring mid-roof or specialist inspections. Schedule required inspections. Coordinate ladder sets where required. Communicate inspection dates and requirements to homeowners. Track inspections through final approval. Permitting is a significant part of this position , and the successful candidate will need to manage different requirements and online portals across approximately 20 Colorado municipalities. Insurance Supplements Assist with submitting insurance supplements. Maintain the Supplements in Progress tracker. Track original insurance pricing, supplement status, approvals and increases. Save supplement documentation to customer files. Communicate supplement submissions and approvals to homeowners. Follow supplements through to completion. Ensure approved supplemental amounts are reflected correctly in final billing. Invoicing & Accounts Receivable Prepare down-payment invoices. Review signed quotes and insurance estimates when preparing invoices. Understand basic…