Office Administrative Assistant

Overview

Manage permits, licensing, documentation, and coordination across departments.

Key Responsibilities

• crm management
• permit tracking
• document compliance
• insurance coordination
• dispatch scheduling
• report generation

Tasks

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. -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. -Keep sales informed of permit progress, inspection results, and project readiness. -Work directly with municipalities to obtain contractor licenses and necessary permits for each project. -Maintain organized records linking each job number with its corresponding documents, communications, and approvals. -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. -Update CRM data for customers, vendors, and job sites in coordination with the sales team. -Coordinate with the insurance team to issue and manage COIs for all vendors, subcontractors, and clients. -Prepare and distribute daily dispatch schedules outlining job locations, tasks, and assigned project managers. -Generate and review reports to monitor project progress, permit status, and document compliance. -Verify accuracy and compliance of insurance documentation prior to approval for work. -Act as a liaison between municipalities, sales teams, project managers, and vendors. -Manage job closeouts by scheduling and overseeing final inspections with municipalities, ensuring all work meets local requirements and company standards. -Maintain up-to-date vendor records including W-9 forms, insurance certificates, and contact details within the CRM system. -Ensure all projects are reviewed and approved by the appropriate municipal authorities before work begins. -Ensure all relevant documents are accurate, current, and accessible to internal teams.

Requirements

• microsoft office
• data entry
• scheduling
• detail-oriented
• communication
• problem solving

What You Bring

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

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About Heartland Paving Partners

-They specialize in large-scale commercial and industrial asphalt and concrete parking lots, repairs, sealcoating and rehabilitation. -Typical clients include airports, medical centers, campuses, municipalities, retail centers and private roads. -Their financial backing by Soundcore Capital and Brookfield enables expansion and innovation in northern, freeze-thaw‑demand climates. -They’ve consistently acquired and integrated respected local firms—like S&K Akron, Klekamp Cincinnati and Garden State NJ—to preserve expert teams and client trust.

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