Virtual Admin - Design + Engineering Firm.

We are seeking a proactive, highly organized Virtual Administrative Assistant to support our Austin-based design, engineering, inspections, and permitting company. This is an operations-focused role requiring someone who can work independently, anticipate needs, communicate professionally, and fully engage with our team and clients. Key responsibilities include: Managing the owner’s email, calendar, appointments, and follow-ups Responding to clients and providing routine project updates Creating new projects and maintaining records in our project-management system Tracking proposals, contracts, invoices, payments, permits, and inspection deadlines Scheduling site visits, inspections, and team meetings Coordinating documents between clients, designers, engineers, contractors, and jurisdictions Organizing project files and ensuring required information is complete Monitoring open tasks and proactively following up with responsible parties Preparing reports, correspondence, proposals, and other administrative documents Improving administrative procedures and helping keep daily operations organized The ideal candidate has strong written and verbal English, excellent attention to detail, sound judgment, and experience supporting a professional-services or construction-related business. Familiarity with ClickUp, Microsoft 365, Outlook, Teams, OneDrive, permitting, construction, architecture, or engineering is preferred. This is not a passive task-based position. We need a dependable, self-motivated professional who takes ownership, identifies what needs attention, and follows assignments through completion. The assistant must be comfortable communicating directly with clients and collaborating with a remote professional team.