Administrative Assistant

Description

We are Pavement Preservation Group (PPG) , a dynamic and growing pavement preservation company. Our brand, Vance Brothers , has been a trusted name in the industry for over 100 years, providing high-quality asphalt products and expert construction services to customers across the Midwest. As a leading division of PPG, we specialize in manufacturing, testing, and applying Asphalt Emulsions, Sealers, Joint/Crack Seals, Fog Seals, Micro/Slurry Seals, Chip Seals, and more. Join Vance Brothers (PPG) and help us pave the way for another 100 years of success and innovation.

Overview

The Administrative Assistant will provide clerical, administrative, and operational support for the Goddard, Kansas branch. This position works closely with branch management, project managers, superintendents, foremen, mechanics, drivers, vendors, and employees to maintain accurate records, support daily office operations, and help resolve documentation and data-entry issues. Strong computer skills, attention to detail, confidentiality, and the ability to manage changing priorities are critical to this job function.

Requirements

Job Duties

• Provide comprehensive administrative support to the Goddard, KS branch, including management, project managers, superintendents, foremen, mechanics, drivers, corporate HR and field employees.
• Create, enter, organize, and track purchase orders for office, shop, field, project material, and contracting needs.
• Verify that purchases are supported by the required documentation and assigned to the correct job, equipment, department, or project; follow up on missing or incomplete purchase orders, receipts, invoices, and packing slips.
• Validate pricing, material or item descriptions, quantities, and delivered locations when reviewing purchase and delivery documentation.
• Review Motive camera events, document coachable events, coordinate follow-up with the appropriate employee or supervisor, request eligible DOT dismissals, and monitor driver-to-vehicle pairing records.
• Audit B2W Track field logs for missing or inaccurate employee time, pay types, job numbers, cost codes, equipment, materials, production quantities, and other required entries; assist with corrections and data entry as needed.
• Investigate payroll and timekeeping issues, validate requested corrections, submit correction documentation, maintain supporting records, and track requests through resolution.
• Monitor driver logbooks for missing, incomplete, or inaccurate entries; notify employees of required corrections, coordinate coaching with supervisors, and document completed follow-up
• Collect, organize, and maintain aggregate and material tickets by project, supplier, hauler, date, material type, and delivery location.
• Identify missing, duplicate, incomplete, or incorrect material tickets and reconcile tickets against orders, pricing, quantities, delivery locations, and the appropriate project or job site.
• Assist with hauling setup, material orders, and delivery coordination while providing material quantity, delivery status, and hauling progress updates to project managers and supervisors.
• Support shop and mechanic needs by assisting with parts sourcing, online ordering, parts pickup, purchase orders, order tracking, and follow-up on delayed, incorrect, or missing items.
• Answer incoming calls; greet and assist visitors, vendors, applicants, customers, and employees; route messages and questions; and manage incoming mail, packages, and deliveries.
• Maintain organized electronic and physical records, including project files, equipment records, purchasing documents, personnel documentation, compliance records, and general branch paperwork.
• Maintain office supply organization, assist with PPE distribution and restocking notifications, and help keep the front office organized and professional.
• Support employee onboarding by coordinating schedules and driving tests, organizing required paperwork, assisting with PPE and startup items, and tracking the issuance or return of company property.
• Assist with vehicle, driver, safety-training, certified-payroll, project, and regulatory documentation as assigned, while maintaining the confidentiality of employee and company information.
• Assist with special projects and perform other administrative duties as assigned.

Preferred Skills and Experience:

• High School Diploma or equivalent.
• Minimum of three (3) years of responsible office or administrative work experience; construction office experience is preferred.
• Proficiency in computer systems and software, including Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Ability to learn and work effectively in company data systems used for field tracking, purchasing, compliance, payroll support, and document retention.
• Strong attention to detail and the ability to review records, identify discrepancies, and follow issues through resolution.
• Excellent written and verbal communication, organization, time-management, and follow-up skills.
• Ability to work independently, manage multiple responsibilities, and adjust to rapidly changing priorities in a fast-paced environment.
• Ability to communicate professionally with employees, supervisors, customers, vendors, suppliers, haulers, and members of the public.
• Must respect the confidential nature of employee, payroll, project, purchasing, and company information encountered.
• Interested in learning, technically capable, flexible, dependable, and coachable.
• Regular and predictable attendance is required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

DISCLAIMER: THIS JOB DESCRIPTION DOES NOT CONTAIN A COMPREHENSIVE LIST OF DUTIES, RESPONSIBILITIES OR ACTIVITIES THAT ARE REQUIRED OF THE POSITION. ADDITIONAL DUTIES AND RESPONSIBILITIES MAY BE ASSIGNED AS NEEDED AT ANY TIME WITH OR WITHOUT NOTICE.