Heartland Paving Partners · 6 hours ago
Office Administrative Assistant
Professional Paving & Concrete, Glen Ellyn, IL, US
Full-time
Onsite
Entry Level
$20/hr - $26/hr
1+ years expHeartland Paving Partners is an organization committed to diversity and inclusion. They are seeking an Office Administrative Assistant responsible for managing the administrative and compliance processes for municipal permitting, contractor licensing, and project documentation while supporting communication across various departments.
CommercialConstructionMechanical Engineering
Responsibilities
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
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
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
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
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
Qualification
Required
1–3 years of experience in an administrative, clerical, or office support role
Experience with scheduling, recordkeeping, and data entry is often required
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
Company
Heartland Paving Partners
Heartland Paving Partners is a provider of commercial asphalt and concrete maintenance and repair services.
201-500 employees
Funding
Current Stage
Growth StageRecent News
2025-06-25
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