Administrative Assistant II

Administrative Assistant II

Company Overview:

Continental Tide Defense Systems Inc. (Continental Tide) is headquartered in Reading, PA with additional locations in Philadelphia; San Diego, CA; Bremerton, WA and Norfolk, VA. We specialize in providing engineering and industrial services to the US Navy, Coast Guard, Military Sealift Command, and other Department of Defense Organizations. At Continental Tide, we understand that a great company culture is one where employees know their voice is heard, no matter what their title is, and letting them grow in their role as the company does. We want to provide our employees with the opportunity to learn, be challenged and be in a position where they can succeed, develop new skills, and do things they wouldn't have the opportunity to do elsewhere. Our fast-paced and challenging environment, employees here at Continental Tide can catapult themselves to the top and we’re looking for 'the best at what they do' to join our team and help us grow in new ways.

Job Description:

We are looking for a highly organized and detail-oriented Administrative Assistant II in our Norfolk, VA office to support various operational and administrative tasks, including employee onboarding, training coordination, travel arrangements, and management of key operational processes such as personnel files, credit card statements, expense reports, and office supplies. The ideal candidate will be proactive, resourceful, and capable of working independently while maintaining a high level of accuracy.

Key Responsibilities include, but are not limited to:

Onboarding:

• Manage the onboarding process for new hires, ensuring all required documentation is completed and submitted
• Assist in scheduling and organizing initial training sessions for new employees
• Coordinate the badging process for new hires, ensuring security access is set up

Training:

• Help schedule and manage training programs for employees
• Ensure training materials are available and up to date

Travel Coordination:

• Organize travel logistics for employees, including flight bookings, hotel reservations and transportation.
• Ensure all travel arrangements are aligned with company policies and budgets

Personnel File Management:

• Maintain and organize personnel files, ensuring accuracy and compliance with legal and company requirements
• Track employee information and documentation updates

Credit Card Statements:

• Review and process credit card statements for accuracy
• Ensure appropriate approvals for expenses and proper documentation

Expense Reports:

• Review employee-submitted expense reports for accuracy and compliance
• Ensure proper coding and approvals for all reported expenses

Invoices:

• Process and track invoices for departmental and office expenses
• Ensure all invoices are paid on time and are accurately recorded

WB Mason (Checklist & Orders):

• Maintain a checklist for office supplies and ensure regular orders are placed via WB Mason or Amazon
• Track supply inventory to ensure stock levels are maintained

Timesheets:

• Ensure employees submit their timesheets accurately and on time
• Review timesheets for discrepancies and ensure payroll deadlines are met

• Must be able to obtain and maintain a security clearance
• Candidates must possess high school diploma or equivalent
• Must be prompt and dependable
• Entry level to three (3) years’ experience
• Strong communication and interpersonal skills
• Strong attention to detail
• High proficiency using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook
• Must be at least 18 years old and a US Citizen
• Ability to lift 10lbs
• Must be able to sit for long periods of time
• Exceptional organizational skills and the ability to multitask effectively
• Strong communication skills, both written and verbal
• Proficient with Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment
• Knowledge of employee onboarding processes and training coordination

Continental Tide offers an empowering professional environment in a culture that stresses teamwork, shared responsibility for company and client success, and personal growth. We offer competitive wages in salaried and hourly positions, educational opportunities, competitive employee benefit options, and 401K plan with company match.

Continental Tide is an Equal Opportunity Employer and participates in E-Verify and U.S. citizenship is required for most positions. Continental Tide prohibits discrimination against any protected class from discrimination on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. These protections extend to all management practices and decisions, including recruitment and hiring, appraisal systems, promotions, training, and career development programs. Consistent with these obligations, Continental Tide also provides reasonable accommodations to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for sincerely held religious beliefs, observances, and practices.

“This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans

To be considered you must apply by going to www.continentaltide.com

• Please note due to the anticipated volume of responses, we will contact only those candidates who most closely match our requirements. Only local candidates will be considered.