Office Administrative Assistant

Responsible for managing the full administrative and compliance process for municipal permitting, contractor licensing, and project documentation. This role ensures that all jobs are properly approved, tracked, and completed in accordance with local regulations and company standards while supporting communication across departments including sales, project management, and insurance.

Responsibilities:

Permitting & Licensing Management

• Work directly with municipalities to obtain contractor licenses and necessary permits for each project.
• Compile, complete, and submit all required documentation including bonds, certificates of insurance (COIs), signed contracts or purchase orders, scopes of work, and plats of survey.
• Ensure all projects are reviewed and approved by the appropriate municipal authorities before work begins.
• Track and update permit status daily, identifying outstanding applications and following up as needed.

Dispatch & Project Coordination

• Prepare and distribute daily dispatch schedules outlining job locations, tasks, and assigned project managers.
• Maintain organized records linking each job number with its corresponding documents, communications, and approvals.
• Manage job closeouts by scheduling and overseeing final inspections with municipalities, ensuring all work meets local requirements and company standards.

Insurance & Vendor Documentation

• Coordinate with the insurance team to issue and manage COIs for all vendors, subcontractors, and clients.
• Verify accuracy and compliance of insurance documentation prior to approval for work.
• Maintain up-to-date vendor records including W-9 forms, insurance certificates, and contact details within the CRM system.

CRM & Administrative Management

• Utilize the company CRM system (Procru) to upload project documentation, input job costs, and track billing-related information.
• Update CRM data for customers, vendors, and job sites in coordination with the sales team.
• Generate and review reports to monitor project progress, permit status, and document compliance.

Cross-Departmental Communication

• Act as a liaison between municipalities, sales teams, project managers, and vendors.
• Keep sales informed of permit progress, inspection results, and project readiness.
• Ensure all relevant documents are accurate, current, and accessible to internal teams.

Experience

• 1–3 years of experience in an administrative, clerical, or office support role
• Experience with scheduling, recordkeeping, and data entry is often required

Skills and Abilities

• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Proficiency with office software (e.g., Microsoft Office Suite or Google Workspace)
• Ability to handle confidential information with discretion
• Attention to detail and accuracy
• Problem-solving and multitasking skills
• Customer service orientation

Heartland Paving Partners is an organization committed to diversity and inclusion to drive our business results and create a better future every day for our diverse employees and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, protected veteran status, or any other characteristic protected by local, state, or federal law and will not be discriminated against on the basis of disability.

Salary : $20 - $26