Administrative Assistant
- St. Thomas, ON, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Experience
- Minimum 2 years of administrative experience, preferably within the construction, engineering, or related industry.
- Posting language
- English
- Posted
Original job description
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
At Haugland Group, our benefits are designed to convey company culture and values which have employees at its forefront.
We are an Equal Opportunity Employer.
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.
- 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.
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
We are an Equal Opportunity Employer.
More about this job
Responsibilities
Provide administrative and operational support to project teams, field personnel, and company leadership, including managing construction documentation, communications, meetings, and schedules. Assist with payroll, invoicing, purchasing, employee records, bids, reporting, and general office operations while maintaining compliance and confidentiality.
Requirements
A high school diploma or equivalent is required, and an associate degree is preferred. Candidates need at least two years of administrative experience, preferably in construction or engineering, and experience supporting multiple projects in a fast-paced environment.
Skills
- Administrative Support
- Business Correspondence and Report Preparation
- Meeting and Calendar Coordination
- Travel Coordination
- Payroll and Timecard Processing
- Accounts Payable and Accounts Receivable Support
- Invoice Tracking
- Purchase Order Processing
- Vendor Communication
- Employee Records Management
- Bid and Proposal Preparation
- Contract Administration
- Microsoft Office
- Prioritization
Benefits
- Medical Insurance
- Prescription Drug Coverage
- Dental Insurance
- Vision Insurance
- Life Insurance
- 401(k) With 5% Employer Match
- Potential Annual Performance-Based Raise
- Paid Time Off
- Paid Company Holidays
- Educational and Professional Advancement Opportunities
- Company-Sponsored Events
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Construction
- Finance & Accounting
Keywords
- Administrative Support
- Civil Infrastructure
- Energy Construction
- Project Documentation
- Contracts
- Permits
- Submittals
- Requests for Information
- Change Orders
- Payroll Processing
- Timecards
- Accounts Payable
- Accounts Receivable
- Invoice Tracking
- Purchase Orders
- Vendor Documentation
- Employee Records
- Certifications
- Licenses
- Training Documentation
- Bid Submissions
- Proposal Preparation
- Contract Administration
- Document Retention
- Confidentiality
- Accounting Systems
- Microsoft Office
- Project Coordination