Administrative Assistant II

Job Description

Location:

Norfolk, VA

Continental Tide Defense Systems, Inc. (Continental Tide) is an industry leader providing engineering and industrial services to the U.S. Navy, U.S. Coast Guard, Military Sealift Command, and other DoD organizations. We value a culture where employees have a voice, grow in their roles, and develop new skills in a fast‑paced environment.

We are seeking an experienced Administrative Assistant II for our Norfolk, VA office. The role provides mid-level administrative and operational support across HR and office operations, including maintaining personnel records, supporting onboarding, coordinating travel and expenses, and ensuring efficient day‑to‑day office operations. The ideal candidate is highly organized, detail‑oriented, and capable of managing multiple priorities in a fast‑paced environment.

• Submit 5512s and required documentation for authorized representatives to process background checks for new hires and employees with expiring badges
• Maintain employee training records and input data into Train Tracks, ensuring certifications are up to date
• Manage and update personnel files in compliance with company policies and standards
• Create and distribute new hire packets
• Track employee badges and maintain badge logs
• Support hiring managers throughout the recruiting process (scheduling interviews, coordinating logistics, candidate communication)
• Maintain and update spreadsheets for scheduled interviews, pending offer letters, and personnel tracking
• Scan and upload documentation into Prevail, ensuring proper filing and organization
• Coordinate travel arrangements for staff as needed
• Review employee expense reports for accuracy and completeness
• Reconcile and track company credit card statements
• Answer and route incoming phone calls professionally and promptly
• Sort, distribute, and manage incoming and outgoing mail
• Order and track office supplies via WB Mason and other vendors
• Submit and track office invoices
• Coordinate with external vendors (e.g., document shredding services)
• Maintain inventory of company apparel
• Print drawings and technical manuals in support of Job Material Lists (JMLs)
• Assist in planning and coordination of All Hands meetings and team events
• Review and verify employee timesheets, making corrections as needed
• Coordinate and publish weekly job assignments for East Coast staff
• Maintain Attendance Tracker, documenting tardiness, absences, and no‑call/no‑shows (NCNS)
• Perform additional duties outside of standard responsibilities as needed to support production and project completion

Required:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• 3+ years of administrative or office support experience
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Excellent written and verbal communication skills

Preferred:

• Experience with HRIS systems, Train Tracks, Prevail, Google Smartsheet, or similar platforms
• Familiarity with timekeeping and expense management systems
• Experience supporting recruiting or HR functions
• Attention to detail and accuracy
• Ability to manage multiple priorities
• Strong interpersonal and communication skills
• Discretion in handling sensitive information
• Problem‑solving and adaptability

• Prolonged periods of sitting at a desk and working on a computer (typically 7‑8 hours per day)
• Frequent use of hands and fingers for typing, filing, and operating office equipment (e.g., copier, scanner, phone)
• Ability to occasionally stand, walk, bend, and reach
• Ability to lift and carry office materials up to 15‑25 pounds (e.g., boxes of files, office supplies)
• Visual acuity to read screens, printed documents, and detailed information
• Ability to communicate effectively, including speaking and hearing in person and via phone or virtual meetings
• Occasional movement throughout the office to access files, equipment, or meeting spaces

To perform this job successfully, an individual must perform the essential job duties satisfactorily with or without reasonable accommodation and without posing a direct threat to the safety or health of the employee or others. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Continental Tide Defense Systems, Inc. is an Equal Opportunity Employer. Our hiring practices are not based on race, color, religion, sex (including gender identity and sexual orientation), national origin, age, disability, veteran status, or any other protected class. We participate in E‑Verify and require U.S. citizenship for most positions. We provide reasonable accommodations to employees and applicants with disabilities and other statutory obligations to ensure equal opportunity in all employment practices.