Administrative Assistant

Sunstall Inc.; Charlotte Amalie (United States Virgin Islands); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Healthcare benefits

401k match

Annual raises

Paid time off

Paid holidays

Education opportunities

Company events

Relaxed office

Fast-paced environment

Job summary

Haugland Group recruits an Administrative Assistant to join our St Thomas, USVI-based team. The role provides administrative and operational support to project teams, field personnel, and leadership, ensuring organized documentation, communications, and smooth day-to-day office operations.

The position requires at least 2 years of administrative experience; a high school diploma is required, and an Associate degree is preferred.

Qualifications

• Highschool diploma or equivalent required.
• Associate's degree preferred.
• Minimum 2 years of administrative experience, preferably in construction, engineering, or related industry.

Responsibilities

• Provide administrative support to project managers, superintendents, and leadership.
• Prepare, format, and distribute correspondence, reports, meeting minutes, and documents.
• Maintain project files, contracts, permits, submittals, RFIs, change orders, and related docs.
• Coordinate project meetings, schedules, travel, and calendar management.
• Assist payroll processing, timecard collection, and workforce reporting.
• Support accounts payable/receivable, including invoice tracking and vendor communications.
• Process and track purchase orders, material deliveries, and vendor documentation.
• Manage calls, emails, and visitor inquiries professionally.
• Maintain employee records, certifications, licenses, and training docs.
• Assist with bid submissions, proposals, and contract administration.
• Ensure compliance with procedures, retention, and confidentiality.
• Coordinate office supplies, equipment, and general administration.
• Generate reports and maintain data within construction management, accounting, and MS Office.

Skills

Administrative support

Multitasking

Communication

Education

High school diploma (required)

Associate degree preferred

Tools

Microsoft Office

Job description

HauglandVirginIslands,aprivatelyownedcivilinfrastructureandenergyconstructioncompany,hasanimmediateopportunityforanAdministrativeAssistanttojoinourteam.ThispositionwillbebasedoutofStThomas,USVI.

TheAdministrativeAssistantprovidesadministrativeandoperationalsupporttoprojectteams,fieldpersonnel,andcompanyleadership.Thispositionplaysacriticalroleinmaintainingorganizedprojectdocumentation,coordinatingcommunications,supportingpayrollandinvoicingprocesses,andensuringtheefficientday-to-dayoperationoftheofficeandconstructionprojects.

KeyResponsibilities

• Provideadministrativesupporttoprojectmanagers,superintendents,andcompanyleadership.
• Prepare,format,anddistributecorrespondence,reports,meetingminutes,andotherbusinessdocuments.
• Maintainprojectfiles,contracts,permits,submittals,RFIs,changeorders,andotherconstruction-relateddocumentation.
• Coordinateprojectmeetings,schedules,travelarrangements,andcalendarmanagement.
• Assistwithpayrollprocessing,timecardcollection,andworkforcereporting.
• Supportaccountspayableandaccountsreceivablefunctions,includinginvoicetrackingandvendorcommunications.
• Processandtrackpurchaseorders,materialdeliveries,andvendordocumentation.
• Manageincomingcalls,emails,andvisitorinquiriesinaprofessionalmanner.
• Maintainemployeerecords,certifications,licenses,andtrainingdocumentation.
• Assistwithbidsubmissions,proposalpreparation,andcontractadministrationactivities.
• Ensurecompliancewithcompanyprocedures,documentretentionrequirements,andconfidentialitystandards.
• Coordinateofficesupplies,equipment,andgeneralofficeadministrationactivities.
• Generatereportsandmaintaindatawithinconstructionmanagement,accounting,andMicrosoftOfficesystems.

Qualifications

• Highschooldiplomaorequivalentrequired;Associate'sdegreepreferred.
• Minimum2yearsofadministrativeexperience,preferablywithintheconstruction,engineering,orrelatedindustry.
• Experiencesupportingmultipleprojectsandmanagingcompetingprioritiesinafast-pacedenvironment.

WhyHaugland?

AtHauglandGroup,ourbenefitsaredesignedtoconveycompanycultureandvalueswhichhaveemployeesatitsforefront.

• Excellentbenefitspackageincludingmedical,prescriptiondrug,dental,vision,andlifeinsurance
• 401kwith5%employermatch
• Potentialforannualperformance-basedraise
• PaidTimeOff
• Paidcompanyobservedholidays
• Educationalandprofessionaladvancementopportunities
• Frequentcompany-sponsoredevents
• Relaxed,friendlyoffice
• Fast-paced,excitingenvironment

HauglandGroupLLCanditsoperatingdivisions,affiliates,relatedentities,andsubsidiaries(collectively,"theCompany")donotacceptunsolicitedresumesfromsearchfirmsoremploymentagencies.UnsolicitedreferralsandresumesareconsideredpropertyoftheCompanyandtherefore,theCompanywillnotpayafeeforanyplacementresultingfromthereceiptofanunsolicitedreferral.OnlyupontheCompany’swrittenrequestmaypreferredvendorsbeinvitedtorefertalentforspecificopenpositions.Inthesecases,afullyexecutedagreementwiththeCompanymustbeinplaceandcurrent.

WeareanEqualOpportunityEmployer.