Administrative Assistant

Haugland Virgin Islands, a privately owned civil infrastructure and energy construction company, has an immediate opportunity for an Administrative Assistant to join our team. This position will be based out of St Thomas, USVI.

The Administrative Assistant provides administrative and operational support to project teams, field personnel, and company leadership. This position plays a critical role in maintaining organized project documentation, coordinating communications, supporting payroll and invoicing processes, and ensuring the efficient day-to-day operation of the office and construction projects.

Key Responsibilities

• • Provide administrative support to project managers, superintendents, and company leadership.
  • Prepare, format, and distribute correspondence, reports, meeting minutes, and other business documents.
  • Maintain project files, contracts, permits, submittals, RFIs, change orders, and other construction-related documentation.
  • Coordinate project meetings, schedules, travel arrangements, and calendar management.
  • Assist with payroll processing, timecard collection, and workforce reporting.
  • Support accounts payable and accounts receivable functions, including invoice tracking and vendor communications.
  • Process and track purchase orders, material deliveries, and vendor documentation.
  • Manage incoming calls, emails, and visitor inquiries in a professional manner.
  • Maintain employee records, certifications, licenses, and training documentation.
  • Assist with bid submissions, proposal preparation, and contract administration activities.
  • Ensure compliance with company procedures, document retention requirements, and confidentiality standards.
  • Coordinate office supplies, equipment, and general office administration activities.
  • Generate reports and maintain data within construction management, accounting, and Microsoft Office systems.

Qualifications

• • High school diploma or equivalent required; Associate's degree preferred.
  • Minimum 2 years of administrative experience, preferably within the construction, engineering, or related industry.
  • Experience supporting multiple projects and managing competing priorities in a fast-paced environment.

Why Haugland?

At Haugland Group, our benefits are designed to convey company culture and values which have employees at its forefront.

• • Excellent benefits package including medical, prescription drug, dental, vision, and life insurance
  • 401k with 5% employer match
  • Potential for annual performance-based raise
  • Paid Time Off
  • Paid company observed holidays
  • Educational and professional advancement opportunities
  • Frequent company-sponsored events
  • Relaxed, friendly office
  • Fast-paced, exciting environment

Haugland Group LLC and its operating divisions, affiliates, related entities, and subsidiaries (collectively, “the Company”) do not accept unsolicited resumes from search firms or employment agencies. Unsolicited referrals and resumes are considered property of the Company and therefore, the Company will not pay a fee for any placement resulting from the receipt of an unsolicited referral. Only upon the Company’s written request may preferred vendors be invited to refer talent for specific open positions. In these cases, a fully executed agreement with the Company must be in place and current.

We are an Equal Opportunity Employer.