Office Administrative Assistant

Description

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.

• Generate and review reports to monitor project progress, permit status, and document compliance.
• Ensure all relevant documents are accurate, current, and accessible to internal teams.
• Work directly with municipalities to obtain contractor licenses and necessary permits for each project.
• Coordinate with the insurance team to issue and manage COIs for all vendors, subcontractors, and clients.
• Ensure all projects are reviewed and approved by the appropriate municipal authorities before work begins.
• Manage job closeouts by scheduling and overseeing final inspections with municipalities, ensuring all work meets local requirements and company standards.
• Utilize the company CRM system (Procru) to upload project documentation, input job costs, and track billing-related information.
• Track and update permit status daily, identifying outstanding applications and following up as needed.
• 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.
• 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.
• Prepare and distribute daily dispatch schedules outlining job locations, tasks, and assigned project managers.
• Keep sales informed of permit progress, inspection results, and project readiness.
• Act as a liaison between municipalities, sales teams, project managers, and vendors.
• Maintain organized records linking each job number with its corresponding documents, communications, and approvals.
• Update CRM data for customers, vendors, and job sites in coordination with the sales team.

Requirements

Cross-Departmental Communication

• Proficiency with office software (e.g., Microsoft Office Suite or Google Workspace)
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Experience with scheduling, recordkeeping, and data entry is often required
• 1–3 years of experience in an administrative, clerical, or office support role
• Problem-solving and multitasking skills
• Attention to detail and accuracy
• Excellent organizational and time management abilities

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance