Administrative Assistant

Position Summary

Poblocki Paving is seeking a highly organized and detail-oriented Administrative Assistant to support our operations, project management, and office teams. This individual will play a key role in keeping daily office operations running smoothly by coordinating administrative tasks, supporting project documentation, assisting customers and vendors, and ensuring information is accurately maintained across multiple systems.

This position is ideal for someone who enjoys a fast-paced construction environment, thrives on organization, and takes pride in providing exceptional internal and external customer service.

Key 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.

Qualifications

• 2+ years of administrative experience, preferably in construction, paving, contracting, or a service-based business.
• High school diploma required; Associate's degree preferred.
• 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.

Heartland Paving Partners is an organization committed to diversity and inclusion to drive our business results and create a better future every day for our diverse employees and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. 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.