Asphalt Paving Operations Assistant

Operations Assistant – Asphalt Paving

Position Summary

This role is responsible for assisting with scheduling, documentation, communication, and job tracking to ensure projects are completed safely, on time, and within budget.

Key Responsibilities

Project Coordination

• Assist General Manager and Superintendent with daily project operations and field coordination
• Track project progress, schedules, and deadlines
• Coordinate with crews, subcontractors, suppliers, and internal teams
• Help prepare and update project schedules and timelines

Documentation & Reporting

• Maintain project files including contracts, submittals, RFIs, and change orders
• Assist in compiling job cost reports, production reports, and progress updates
• Track quantities, materials, and equipment usage for each project
• Ensure all required documentation is submitted accurately and on time

Communication

• Serve as a point of contact between GM, field staff, vendors, and clients
• Schedule meetings and take meeting notes when needed
• Follow up on outstanding deliverables, submittals, and approvals

Administrative Support

• Assist with bidding and estimating processes as needed
• Enter and manage data in project management software and spreadsheets
• Support time tracking for field crews
• Assist with ordering materials, coordinating deliveries, and tracking invoices

Field Support

• Visit job sites to support Superintendent and crews
• Assist with quality control documentation and safety compliance tracking
• Monitor job progress and provide updates to management

Qualifications

Required

• High school diploma or equivalent
• 1–3 years of administrative or construction-related experience
• Strong organizational and time management skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to multitask in a fast-paced environment
• Strong communication skills (verbal and written)

Preferred

• Experience in asphalt paving, heavy civil, or construction industry
• Knowledge of construction documents, submittals, and project workflows
• Familiarity with project management or estimating software
• Basic understanding of job costing and budgeting

Work Environment

• Combination of office and field work
• Exposure to outdoor job site conditions (weather, dust, noise)
• Require extended hours and travel to job sites

Physical Requirements

• Ability to sit, stand, walk, and climb on active job sites
• Ability to lift up to 25 pounds occasionally
• Ability to use standard office and field equipment

Key Skills

• Attention to detail
• Problem-solving
• Organization and coordination
• Team collaboration
• Adaptability

Reporting Structure

• Reports to: General Manager