Executive Assistant (JobNimbus)

Position Overview

We are seeking an exceptionally detail-oriented and proactive Executive Assistant to support our growing operations. The ideal candidate will serve as the primary administrator for our JobNimbus CRM and take full ownership of multi-state contractor licensing and LLC business registrations. This role requires a high degree of independence, excellent organizational skills, and fluent English communication for interacting with state regulatory agencies and participating in regular team video calls.

Schedule Monday - Friday 9AM - 5PM Texas Time

Key Responsibilities

• CRM & Administrative Management (Primary Priority) JobNimbus Ownership: Serve as the resident JobNimbus expert, ensuring high data integrity and accuracy across all client and project files.
• Record Keeping: Enter, update, and manage job records, customer interactions, estimates, and administrative documentation.
• Process Organization: Organize digital paperwork and streamline workflow tracking within JobNimbus to keep daily operations current.
• Multi-State Licensing & Business Registration State Agency Research: Research state-specific regulations, prerequisites, and submission guidelines for contractor licensing and foreign LLC registrations.
• Application Management: Prepare, complete, and submit state business registration and contractor licensing applications accurately.
• Document Gathering: Coordinate company documentation, gather required supporting assets, and ensure all filings are complete prior to submission.
• Deadline & Tracking Management: Systematically track pending applications, proactively follow up with state agencies, and maintain an accurate calendar of deadlines and renewal dates.
• Executive Communication & Coordination Intersect directly with state licensing boards, secretaries of state, and regulatory agencies via phone and email.
• Collaborate closely with leadership through multiple weekly video calls to provide application status updates and align on operational priorities.

Required Qualifications & Experience JobNimbus Expertise

• High-level proficiency and extensive hands-on experience using JobNimbus as a primary CRM.
• Licensing & Registration Experience: Demonstrated background assisting contractors or construction-related businesses with multi-state contractor licensing and LLC foreign qualifications/registrations.
• English Proficiency: Exceptional verbal and written English skills suitable for professional communication with government officials and internal executive teams.
• Self-Direction: Strong organizational skills with a proven track record of managing administrative processes independently from start to finish.
• Technical Setup: Reliable high-speed internet connection, standard home office setup, and comfortable using Zoom and cloud collaboration tools.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

Note

• Please click the “Apply” button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.