Mechanical and Plumbing Permit Coordinator

About Us

Element Service Group Mechanical is a growing residential HVAC and plumbing company based in North Carolina, USA. We pride ourselves on exceptional customer service, strong communication, and keeping our operations organized so our technicians can focus on serving our customers.

We're looking for an experienced Virtual Assistant who understands the home service industry and can confidently manage permit applications while providing backup support for our customer service team.

This is NOT an entry-level VA position.

Applicants must have previous experience working for a U.S.-based HVAC, plumbing, electrical, or construction company.

Primary Responsibilities (Approximately 80%)
Mechanical & Plumbing Permitting
Submit residential HVAC and plumbing permit applications through various city and county portals
Review sold jobs to determine permit requirements
Track permit status from submission through approval
Follow up with municipalities regarding delays or missing information
Upload permits into our CRM (ServiceTitan experience is a plus)
Maintain accurate permit logs and documentation
Coordinate with our Install Coordinator and Operations Team to ensure permits are ready before installation dates
Stay organized while managing permits across multiple jurisdictions
Secondary Responsibilities (Approximately 20%)
Backup Customer Support

When call volume requires assistance, you will:

Answer inbound customer phone calls professionally
Schedule service appointments
Route emergency calls appropriately
Take detailed messages
Assist customers with basic questions
Provide excellent customer service while representing our company
Required Qualifications

Please do not apply unless you meet these requirements.

? Previous Virtual Assistant experience

? Experience working for a U.S.-based HVAC, Plumbing, Electrical, or Construction company

? Experience submitting mechanical and/or plumbing permits

? Excellent spoken and written English

? Comfortable speaking with U.S. customers over the phone

? Strong attention to detail

? Highly organized with excellent time management

? Ability to work independently with minimal supervision

? Reliable high-speed internet

? Quiet home office with quality headset

? Ability to work U.S. Eastern Time business hours

Preferred Qualifications

These are not required but are a major advantage:

ServiceTitan experience
Experience pulling permits in North Carolina
HVAC industry knowledge
Plumbing industry knowledge
Reading basic construction plans
Experience with city and county permitting portals
CRM experience
Dispatching or scheduling experience