Permitting and Administrative Assistant

Job Description

The Permitting and Administrative Assistant is a mission-critical role responsible for ensuring all asphalt paving and construction projects adhere to local, state, and federal regulations through timely and compliant permitting. This position requires a highly organized, proactive self-starter who will provide comprehensive administrative support, acting as the primary liaison between the company and governmental agencies.

Hours & Work Environment

• Working Hours: This full-time position operates from 8:00 AM to 5:00 PM.
• Work Pace: The role is characterized as a intermittently high paced job.

Key Responsibilities

Permitting & Compliance (Primary Focus)

• Application Management: Research, prepare, submit, and track all necessary permit applications, including Right-of-Way (ROW), Road-Use, Street Closure, and Traffic Control Plans (TCP), to various municipal and state agencies (e.g., Public Works, DOT).
• Self-Starter & Research: Act as a proactive self-starter by independently researching complex local ordinances, specialized permitting requirements, and regulatory updates without constant prompting.
• Liaison & Follow-Up: Act as the main point of contact, ensuring exceptional follow-up with all permitting authorities to expedite approvals and resolve complex issues or unforeseen roadblocks in the process.
• Documentation: Read and interpret basic construction documents, site plans, and scaled drawings to accurately complete applications. Maintain a meticulously organized log and filing system for all permits, licenses, and inspection records.
• Inspection Coordination: Coordinate and schedule required pre- and post-construction inspections as mandated by the approved permits.

Construction & Administrative Support

• Financial Administration: Assist in project-related finance duties, including accurate processing of Accounts Payable (A/P), preparing documentation for certified payroll, and tracking project-related vendor fees and deposits.
• Compliance Tracking: Obtain and track vendor/subcontractor compliance documentation, such as Certificates of Insurance (COIs), W-9 forms, and lien waivers.
• Office Management: Handle general clerical duties, including answering and directing phone calls, managing mail, and ordering office supplies.
• Document Control: Assist in preparing, proofreading, and organizing project contracts, proposals, and submittals.

Scope of Duties Disclaimer

All the above are within the job responsibilities but are not limited to these, as your supervisor may have other job responsibilities and the job is ever evolving within the duties consistent with the permitting and admin assistant role.

Required Qualifications & Experience

• Experience: Proven experience (4+ years preferred) in an administrative or coordination role , with at least 2 years of direct, recent experience working for a civil construction, asphalt paving, road building, or site development company.
• Permitting Knowledge (Essential): Direct, hands-on experience in processing Right-of-Way (ROW) and Traffic Control Plan (TCP) permits. Familiarity with utility coordination or stormwater permits is a strong asset.
• Construction Documentation: Demonstrated ability to read and interpret project scopes, site plans, and drawings for permitting accuracy.
• Education: High school diploma or GED required. Associate's or Bachelor's degree in a related field is a plus.

Key Skills & Competencies

• Behavioral Traits: Must be a proactive, results-oriented self-starter with exceptional follow-up and organizational skills. Must possess the initiative to manage the entire permitting process independently.
• Research & Problem-Solving: Proven ability to conduct independent research on complex local ordinances, specialized permitting requirements, and regulatory updates.
• Technical Proficiency (Software): High proficiency in Microsoft Office Suite (Word, Advanced Excel for tracking logs, Outlook). Direct experience with the following platforms is highly preferred:
• CRM: Salesforce
• Paving Management Software: Pavesoft
• Document Generation/Workflow: PandaDoc
• Communication: Excellent professional verbal and written communication skills for effective liaison with government officials, clients, vendors, and internal teams.
• Paving Industry Knowledge: Basic understanding of paving materials, equipment, and typical phases of an asphalt project.

Job Type: Full-time

Pay: $50, $65,000.00 per year

Application Question(s):

• Do you have experience with Right-of-Way, Utility Cut and/or Street Pavement?
• Do you have a certificate relevant to permitting and/or administration?
• Please give an example of your process for permit coordination and expediting permits?

Education:

• High school or equivalent (Preferred)

Experience:

• permitting: 2 years (Preferred)

Location:

• Fort Lauderdale, FL Preferred)

Work Location: In person