Careers · Rouge Hill Consulting

Permit & Administrative Coordinator

Join the team that gets sign and building permits approved. Full-time, fully remote, and built around ownership, follow-through and AI.

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About us

Rouge Hill Consulting gets sign and building permits approved. We work between clients, municipalities, contractors and engineers to take projects from first review to permit issuance. We’re a small remote team, and we hold a high standard for accuracy, follow-through and professionalism.

The role

This role covers the full range of admin work. You’ll handle the paperwork, forms, project setup, billing and follow-up that keep our permit work moving, and you’ll use AI tools heavily every day to do it faster and better.

We’re hiring someone smart, organized and dependable who owns their work from start to finish. You don’t need a technical background. You do need to learn fast, ask good questions, follow through and keep things moving without being reminded.

What you’ll do

Permits and projects

• Set up new projects: create project folders in Google Drive, build tasks in ClickUp, collect client details and documents, and get every file ready to start.
• Coordinate permit applications: research municipal requirements, prepare forms, organize supporting documents, submit applications and follow up until they’re approved.
• Resolve deficiencies: review municipal comments, work out what’s missing, coordinate responses and revised documents, and track every open item until it’s closed.
• Complete sign code checks: research municipal sign by-laws, compare proposed signs against the requirements, and document findings using our procedures.

Paperwork and administration

• Fill out forms and paperwork: permit applications, letters of authorization, owner consents, municipal forms and supporting documents, all accurate and complete the first time.
• Manage the inbox and calendar: sort incoming requests, route them to the right project, schedule calls and keep deadlines visible.
• Keep records current: maintain tasks, files, deadlines and next steps in ClickUp and Google Drive so anyone can see where a project stands.

Billing and payments

• Prepare and send invoices in Xero at the right project milestones.
• Chase payments: track what’s owed, follow up on overdue invoices politely and persistently, and escalate when needed.
• Keep billing records clean so nothing gets missed or billed twice.

AI and systems

• Use AI tools heavily every day: draft emails, research by-laws, summarize municipal comments, fill forms, check documents and speed up repetitive work.
• Write clear, specific prompts and check every AI output carefully before it goes anywhere. AI does the first draft; you’re responsible for the final one.
• Improve how we work: spot repetitive tasks, suggest better prompts, templates and workflows, and help us automate what can be automated.

Across everything

• Communicate: request information from clients, follow up with municipal staff, and coordinate with contractors and engineers by email and phone.
• Flag problems early: spot missing information, conflicting requirements, unpaid invoices or stalled work, and raise them before they become bigger problems.

You’ll get training, written procedures and review support. You won’t make engineering decisions, and you aren’t expected to know every regulation on day one.

Who will do well here

You see a task through. You don’t send one email and call it finished. When a project or a payment is stuck, you know what’s missing, who has to provide it and when to follow up.

We’re looking for someone who:

• Writes clear, professional emails and reads instructions carefully
• Is genuinely curious about AI and enjoys figuring out how to get better results from it
• Can research unfamiliar requirements and turn them into practical next steps
• Is comfortable with detailed documents, forms, measurements and basic calculations
• Is comfortable with invoices and money, including asking clients to pay
• Manages several projects at once without losing track of commitments
• Learns software quickly and keeps digital files organized
• Checks their own work, owns mistakes and asks for help instead of guessing
• Is comfortable picking up the phone and following up politely but persistently

Experience in administration, bookkeeping, project coordination, permitting, construction or signage helps but isn’t required. Judgment, initiative and follow-through matter more to us than a particular degree.

Pay, benefits and schedule