Office Administrative Assistant

Assistant/ Administrative Coordinator

Legrand’s Roofing & Construction

Position Overview

Legrand’s Roofing & Construction is seeking a highly organized, dependable, and proactive Personal Assistant / Administrative Coordinator to support the day-to-day administrative and operational needs of our roofing and construction company.

This position requires someone who is detail-oriented, comfortable handling multiple priorities, and able to follow tasks through to completion without constant supervision. The ideal candidate will help keep projects and office responsibilities moving by coordinating appointments, following up on payments, handling permits, managing documents, and assisting with various administrative needs.

A current Notary Public commission is required for this position.

Key Responsibilities

• Monitor outstanding invoices and follow up with customers to ensure payments are received on time.
• Maintain organized records of invoices, payments, outstanding balances, and required follow-ups.
• Prepare, submit, and follow up on roofing/construction permit applications with cities, counties, and other applicable agencies.
• Track permit status and help ensure required documentation is submitted promptly.
• Schedule and coordinate customer appointments, inspections, meetings, and other company-related appointments.
• Maintain and update calendars and communicate scheduling changes with customers, employees, subcontractors, and management.
• Notarize company and customer documents as needed.
• Coordinate signatures and ensure important documents are completed, notarized, filed, and delivered to the appropriate parties.
• Organize and maintain digital and physical records for customers and projects.
• Make phone calls, send emails, and follow up with customers, vendors, municipalities, and other parties on behalf of the company.
• Assist management with administrative tasks, reminders, document preparation, and follow-ups.
• Help ensure important deadlines, appointments, payments, permits, and paperwork do not fall through the cracks.
• Maintain professionalism and confidentiality when handling company, customer, and financial information.
• Perform additional administrative and personal-assistant duties as needed.

Qualifications

• Must be a currently commissioned Notary Public.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Comfortable communicating professionally with customers, government offices, vendors, and subcontractors.
• Ability to manage multiple projects, deadlines, and appointments simultaneously.
• Strong follow-through and attention to detail.
• Comfortable making payment follow-up and collection calls when necessary.
• Proficient with email, calendars, basic office software, document management, and online portals.
• Ability to work independently, identify what needs attention, and take initiative.
• Previous administrative, personal assistant, construction office, permitting, or accounts-receivable experience is preferred.

Ideal Candidate

We are looking for someone who is organized, persistent, professional, trustworthy, and proactive. This is not a position for someone who simply waits to be given the next task. We need someone who can keep track of open items, follow up consistently, anticipate administrative needs, and make sure responsibilities are completed from start to finish.

Experience working in roofing, construction, permitting, accounts receivable, or contractor administration is a strong plus.

Job Type: Full-time

Pay: $19.91 - $20.81 per hour

Work Location: Hybrid remote in Naples, FL 34120

Salary : $20 - $21