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About the Role

Poblocki Paving is seeking a highly organized and detail-oriented Administrative Assistant to support operations, project management, and office teams. This role is crucial for maintaining smooth daily office operations by coordinating administrative tasks, supporting project documentation, assisting customers and vendors, and ensuring accurate information management across multiple systems. The ideal candidate will thrive in a fast-paced construction environment, excel at organization, and provide exceptional customer service.

Responsibilities

Answer and direct incoming phone calls and greet visitors professionally.
Provide administrative support to Operations, Project Managers, Estimators, and Executive staff.
Prepare, organize, and maintain project files and electronic documentation.
Enter and update job information, work orders, purchase orders, and customer data.
Assist with scheduling meetings, project kickoff calls, and internal communications.
Coordinate permits, subcontractor documentation, certificates of insurance, and project paperwork.
Prepare proposals, contracts, correspondence, and reports as requested.
Process incoming mail, emails, invoices, and other office documentation.
Assist with accounts payable and accounts receivable administrative functions.
Order and maintain office supplies and coordinate office equipment needs.
Communicate with customers, vendors, and field personnel regarding project documentation and administrative requests.

Requirements

2+ years of administrative experience, preferably in construction, paving, contracting, or a service-based business.
Strong proficiency in Microsoft Office (Word, Excel, Outlook).
Experience with construction software or ERP systems is a plus.
Excellent written and verbal communication skills.
Strong organizational skills with exceptional attention to detail.
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

Skills

Microsoft Office (Word, Excel, Outlook)
Construction software or ERP systems
Written communication
Verbal communication
Organizational skills
Attention to detail
Task prioritization
Meeting deadlines

Location

Onsite

Work Type

Full-time

Experience Level

2+ years of administrative experience

Education Level

High school diploma required
Associate's degree preferred

About the Company

Heartland Paving Partners is committed to diversity and inclusion to drive business results and create a better future for its diverse employees and communities.
A diverse workforce is believed to match growth ambitions and drive inclusion across the business.

Equal Opportunity

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.