About Permit Ninjas

Permit Ninjas is a nationwide permit procurement and consulting firm based in the United States that fights alongside licensed contractors to navigate the complex world of permitting. With a warrior spirit and commitment to white-glove service, we handle building permits, code research, variances, and project management across the United States.

We're not just another consulting firm—we're allies in the battle against bureaucratic red tape, helping contractors focus on what they do best while we handle the permitting challenges.

Position Overview

We're seeking a resourceful and proactive Virtual Administrative Assistant based in Ecuador to join our growing team. This role starts part-time but is designed to evolve into a full-time position as you grow with us. You'll be the backbone of our daily operations, managing communications, coordinating schedules, and ensuring nothing falls through the cracks.

This isn't a typical admin role—you'll be solving problems, thinking on your feet, and directly supporting multiple departments including Operations, Project Management, Accounting, Marketing, Sales, and Executive leadership in a fast-paced, dynamic environment. You'll work remotely with U.S.-based clients and team members, requiring excellent English communication skills and the ability to work during U.S. business hours.

If you thrive in challenging situations, are eager to learn, and want to grow your career with a company that values resilience and initiative, this is your opportunity.

Key Responsibilities

Communication Management

• Manage and prioritize inbox correspondence using Microsoft Outlook (email, phone, text)
• Answer and screen phone calls with U.S. clients and team members professionally
• Draft, review, and send client communications in clear, professional English
• Coordinate responses across multiple departments
• Maintain professional written and verbal communication standards

Calendar & Scheduling

• Maintain and optimize executive calendar across U.S. time zones
• Schedule client consultations, team meetings, and appointments
• Coordinate leadership team weekly meetings
• Manage competing priorities and resolve scheduling conflicts
• Send meeting reminders and follow-ups

Administrative Operations

• Track and organize incoming orders by client, permit type, and coordinator
• Prepare weekly and monthly reports on project volume and team performance
• Maintain organized filing systems using SharePoint (digital and physical documentation)
• Support billing and invoicing processes with accurate documentation
• Perform data entry in QuickBooks for billing and accounting
• Set up and manage projects in Teamwork software
• Manage document storage, retrieval, and organization across SharePoint

Cross-Departmental Support

• Operations: Order tracking, project coordination, file management, status updates
• Project Management: Teamwork project setup, deadline tracking, coordinator assignments
• Accounting: QuickBooks data entry, billing documentation, invoice coordination
• Marketing: Content organization, campaign support, social media coordination
• Sales: Lead tracking, follow-up coordination, proposal support
• Executive: Calendar management, meeting preparation, special projects

Problem-Solving & Support

• Identify bottlenecks and propose solutions proactively
• Handle urgent client requests with composure and professionalism
• Research answers to questions independently using available resources
• Anticipate needs before being asked
• Support special projects and initiatives as needed
• Adapt quickly to changing priorities and unexpected challenges

Required Qualifications

Language & Communication (CRITICAL)

• Fluent English proficiency (speaking, reading, and writing) - This is mandatory and non-negotiable
• Excellent written communication with strong grammar, spelling, and professional tone
• Clear verbal communication for phone calls with U.S. clients and team
• Ability to understand American business communication styles and idioms

Technical Skills (REQUIRED)

• Proficiency in Microsoft Outlook (email management, calendar scheduling, contact organization)
• Experience with QuickBooks (data entry, invoicing, basic accounting tasks, financial documentation)
• Working knowledge of SharePoint (document management, file organization, retrieval systems)
• Strong computer skills and comfort with learning new software platforms quickly
• Experience with project management tools (Teamwork experience preferred, or similar platforms)
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• Comfortable with Google Calendar, Google Drive, and cloud-based collaboration tools

Professional Experience & Skills

• 2+ years of administrative, virtual assistant, or office management experience
• Proven ability to manage multiple priorities simultaneously
• Strong organizational skills and attention to detail
• Experience supporting multiple departments or team members
• Customer service experience with professional phone manner
• Ability to work independently with minimal supervision
• Problem-solving mindset and resourcefulness

Work Environment Requirements

• Reliable high-speed internet connection (minimum 10 Mbps)
• Quiet, professional workspace free from distractions
• Availability to work during U.S. Eastern Time business hours
• Own computer/laptop with updated operating system
• Backup power solution for internet connectivity
• Professional phone line or VoIP system for client calls

Essential Qualities & MindsetMust-Have Characteristics

• Resourceful Problem-Solver: You don't wait for answers—you find them through research and critical thinking
• Quick Thinker: You adapt fast and handle unexpected challenges with confidence
• Excellent Communicator: You know when to ask questions and how to ask the right ones
• Detail-Oriented: Nothing slips past you; accuracy and precision matter in everything you do
• Self-Starter: You take initiative, anticipate needs, and own your responsibilities
• Resilient: Challenging situations don't intimidate you—they energize you to find solutions
• Professional: You maintain high standards in all communications and interactions
• Proactive: You identify issues before they become problems and suggest improvements
• Adaptable: You switch contexts quickly between departments and tasks
• Reliable: You meet deadlines consistently and communicate proactively about any challenges

Preferred Qualifications (Bonus)

• Previous experience as a virtual assistant for U.S.-based companies
• Background in construction, consulting, or professional services industries
• Experience with permit processes, municipal regulations, or government documentation
• Familiarity with U.S. business practices and communication norms
• Experience managing executive calendars and coordinating across time zones
• Knowledge of billing cycles, invoicing processes, and accounts receivable
• Social media coordination or content organization experience
• Experience creating reports and tracking KPIs
• Bilingual Spanish/English with cultural fluency in both

Growth Opportunities

This position is designed for someone who wants to build a long-term career with us:

Career Advancement Path

• Role Expansion: Opportunity to specialize in Operations, Client Relations, Project Coordination, or Communications
• Leadership Potential: Clear path to roles like Operations Coordinator, Client Relations Manager, or Communications Coordinator
• Skill Development: Comprehensive training in U.S. permitting industry, municipal processes, and construction project workflows
• Professional Growth: Exposure to business operations, strategic planning, and leadership team decision-making

Learning & Development

• Hands-on training with industry-standard business software
• Direct mentorship from experienced leadership team (7-person team)
• Cross-functional exposure to all business departments
• Professional development in project management and client relations
• Understanding of U.S. construction and permitting industries

What We OfferCompensation & Schedule

• Competitive hourly rate in USD
• Flexible part-time schedule hours/week initially)
• Potential for full-time hours (40 hours/week) based on performance and business growth
• Schedule flexibility within U.S. Eastern Time business hours

Work Environment

• 100% remote work from Ecuador
• Collaborative, faith-driven team culture
• Supportive environment with patient training
• Work-life balance with flexible scheduling
• Professional development and continuous learning

Benefits & Perks

• Clear path to full-time employment with increased benefits
• Comprehensive on-the-job training and mentorship
• Professional references for career advancement
• Exposure to U.S. business practices and professional standards
• Opportunity to make real impact in a growing company
• Work with a team that values growth, resilience, unity, and relentless service

Application Process

To Apply, Submit:

• Resume/CV highlighting relevant administrative and virtual assistant experience
• Cover Letter (in English) addressing:
• Why you're interested in this remote opportunity with a U.S.-based company
• Your experience with Microsoft Outlook, QuickBooks, and SharePoint (specific examples)
• An example of a challenging situation you navigated successfully in a previous role
• What "resourcefulness" means to you in an administrative role
• Your availability and preferred working hours (U.S. Eastern Time)

*

Technical Setup Confirmation:

• Internet speed test results
• Confirmation of quiet workspace and backup power
• Computer specifications

Contact:

Subject Line: "Virtual Assistant - Ecuador Applicant"

IMPORTANT: All application materials must be submitted in English to demonstrate language proficiency.

Job Types: Full-time, Part-time

Expected hours: 40 per week