Administrative Assistant - Purchasing & Compliance

The Administrative Assistant - Purchasing, Compliance, and Repairs & Maintenance will provide key administrative support to our asphalt and concrete paving operations. This role focuses on assisting with procurement activities, ensuring compliance with safety and regulatory standards, and providing office support for nationwide repairs and maintenance on equipment and vehicles. The ideal candidate will be detail-oriented, proactive, and able to handle multiple tasks efficiently, playing a vital role in keeping operations running smoothly.

Purchasing Support:

Assist in the documentation needed for the purchasing of the equipment and vehicles necessary to complete nationwide asphalt and concrete paving projects.
• Monitor and follow up on delivery schedules to ensure timely receipt of vehicles and equipment, minimizing delays.
• Maintain detailed and organized records of all vendor interactions for transparency and tracking purposes.
• Assist in managing supply chain logistics and resolving any supply chain or delivery issues.

Compliance Support:

• Help ensure adherence to all industry regulations, environmental standards, and safety requirements, including OSHA guidelines and local government regulations.
• Track and organize compliance-related documentation, such as permits, licenses, certifications, and inspections.
• Assist with preparing and submitting reports required by regulatory bodies, ensuring timely and accurate submissions.

Repairs & Maintenance Support:

• Assist field teams and Director of Shop Operations with their efforts to enter data and maintain detailed records of maintenance history, including repair costs, parts, and service provider details.
• Assist with reporting of repair and maintenance cost and efficiency metrics.
• Help track warranty information for equipment and manage related claims or service requests.

General Administrative Support:

• Assist with preparing reports, presentations, and documents related to purchasing, compliance, and maintenance activities.
• Maintain organized filing systems for documents, contracts, and records related to purchasing, compliance, and maintenance functions.
• Respond to inquiries from vendors, clients, and internal teams in a timely and professional manner.

• Minimum of 2-3 years of administrative experience, preferably in the construction, paving, or manufacturing industry. Experience with purchasing, compliance, or maintenance support is a plus.
• High school diploma or equivalent required. An associate's degree in business administration, construction management, or a related field is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Experience with Limble asset management software a plus.
• Strong organizational and multitasking skills with a high level of attention to detail.
• Ability to communicate effectively with vendors, contractors, and internal teams.
• Knowledge of purchasing processes, compliance regulations, or maintenance procedures is a plus.
• Ability to handle confidential information and manage sensitive data securely.
• Strong problem-solving abilities and the capacity to take initiative when issues arise.
• Self-motivated with a proactive approach to tasks and responsibilities.
• Ability to work well under pressure, prioritize tasks, and meet deadlines.
• Strong interpersonal skills with the ability to collaborate effectively across teams.
• Flexibility to adapt to changing needs and priorities in a fast-paced work environment.

Compensation and Benefits:

• Competitive salary based on experience
• Health insurance, retirement plan, and other benefits
• Opportunities for professional development and career advancement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Requirements: (Each to have one of the following based on the position: Never, Rarely, Occasionally, Constantly)

• Remaining in a stationary position, often standing or sitting for prolonged periods: Occasionally
• Moving about to accomplish tasks at a worksite or moving from one worksite to another: Constantly
• Moving self in different positions to accomplish tasks in various environments, such as stooping, kneeling, or crouching: Rarely
• Adjusting, moving and lifting objects in all directions: Rarely
• Talking and hearing to communicate with others: Constantly
• Seeing to perform job duties at close range, such as monitors or screens: Constantly
• Seeing to perform job duties at a distance, such as driving or operating equipment: Occasionally
• Repeating motions that may include the wrists, hands and/or fingers: Constantly
• Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like: Rarely
• Operating machinery and/or power tools: Rarely
• Operating motor vehicles or heavy equipment: Occasionally
• The ability to travel regionally or nationally: Occasionally

Physical Demands:

• Sedentary work that primarily involves sitting/standing: Constantly
• Light work that includes moving objects up to 20 pounds: Occasionally
• Medium work that includes moving objects up to 50 pounds: Occasionally
• Heavy work that includes moving objects up to 100 pounds or more: Rarely

Working Conditions:

• • Low temperatures: Rarely
  • High temperatures: Occasionally
  • Outdoor elements such as precipitation and wind: Occasionally
  • Noisy environments: Occasionally
  • Hazardous conditions: Rarely
  • Shift work, to include overnight work: Never
  • Frequent overtime, including weekends: Never
  • Office environment: Constantly

Pave America and it's companies offers a comprehensive, competitive, and inclusive set of health, financial and other benefits that support your total well-being.

We are an Equal Opportunity Employer and comply with OFCCP regulations. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, physical and mental disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy or maternity, protected veteran status, or any other status prohibited by applicable national, federal, state or local law. We actively promote diversity and inclusion within our workforce. Pave America and it's companies promote a drug-free workplace. We will consider for employment qualified applicants with a criminal history in a manner consistent with the requirements of applicable laws regarding criminal background inquiries. In compliance with OFCCP requirements, we invite applicants to voluntarily self-identify their gender, race, and veteran status. Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment.