Administrative Assistant

About the Role:

The Administrative Assistant – Business Development Support plays a critical role in helping new and existing businesses complete licensing and permit paperwork efficiently and accurately. Working closely with the Business Development Representative, this position organizes and manages large volumes of sensitive client information related to occupational licenses, health permits, alcohol licenses, and video poker permits.

This individual will manage documentation for many clients and must ensure all materials are properly prepared, filed, and safeguarded. The ideal candidate is highly organized, detail-oriented, and capable of maintaining strict confidentiality while delivering professional and courteous service to every client.

Minimum Qualifications:

• Proven experience as an Administrative Assistant, Licensing Coordinator, or Office Support Professional, preferably in a business development, legal, or municipal permitting environment.

• Advanced proficiency in Microsoft Excel, including data organization, tracking, and spreadsheet reporting.

• Experience working with fillable PDF forms and digital document management systems.

• Strong attention to detail and organizational skills, with the ability to manage multiple client files simultaneously.

• Excellent written and verbal communication skills with a professional, courteous demeanor.

• Demonstrated ability to handle confidential information responsibly, including contracts, ownership documents, tax records, and personal identifiers.

Preferred Qualifications:

• Familiarity with business licensing and permitting processes in Louisiana or similar jurisdictions.

• Experience supporting clients in hospitality, food service, or alcohol-related industries.

• Knowledge of municipal, parish, and state regulatory agencies involved in business licensing.

• Working knowledge of CRM or client-tracking software for document organization and follow-up management.

• Ability to multitask effectively in a fast-paced, deadline-driven environment.

Responsibilities:

• Support the Business Development Representative in managing the licensing and permitting process for new and existing business clients.

• Organize, track, and maintain client documentation for occupational, health, alcohol, and video poker licenses and permits.

• Create, update, and maintain Excel tracking sheets to monitor application progress, renewal deadlines, and submission statuses.

• Accurately complete and review fillable PDF forms to ensure all required information and signatures are included.

• Communicate professionally with clients to collect necessary documents and clarify application requirements.

• Maintain a secure and confidential filing system for sensitive business and personal data.

• Coordinate with municipal, parish, and state agencies as needed to submit or verify applications.

• Provide general administrative support including scanning, emailing, organizing digital folders, and preparing client packets.

• Assist in ensuring all documentation meets compliance standards and deadlines are met without error.

Skills:

This role requires exceptional organizational and communication skills to manage complex client documentation and maintain accuracy under pressure. Proficiency in Microsoft Excel and fillable PDF forms ensures efficient processing and tracking of hundreds of applications. Strong confidentiality practices, attention to detail, and customer service skills are essential when handling sensitive business and personal data. Knowledge of licensing procedures and regulatory compliance supports the Business Development team’s efforts to streamline client onboarding and sustain business growth.