Administrative Assistant II

Job Title:

Administrative Assistant II

Location:

Norfolk, VA

Company:
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 foster a culture where employees have their voices heard and grow with the company.

Job Overview: We are seeking an experienced Administrative Assistant II to support HR and office operations. This role maintains personnel records, supports onboarding, coordinates travel, manages expense reports, and ensures efficient daily 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 background checks.
• Maintain employee training records in Train Tracks.
• Manage personnel files and updates.
• Create and distribute new hire packets.
• Track badges and maintain logs.
• Support hiring managers during recruiting (scheduling, logistics, communication).
• Maintain spreadsheets for interviews, offers, and personnel tracking.
• Scan and upload documentation into Prevail.
• Coordinate travel arrangements.
• Review expense reports and reconcile credit card statements.
• Answer and route incoming calls professionally.
• Sort, distribute, and manage mail.
• Order and track office supplies.
• Submit and track office invoices.
• Coordinate with external vendors (e.g., document shredding).
• Maintain inventory of company apparel.
• Print drawings and manuals for Job Material Lists.
• Assist in planning All Hands meetings and team events.
• Review and verify timesheets.
• Publish weekly job assignments for East Coast staff.
• Maintain Attendance Tracker (tardiness, absences, NCNS).
• Perform additional duties as needed to support production and projects.

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.
• 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 (7-8 hours per day).
• Frequent use of hands and fingers for typing, filing, and operating office equipment.
• Occasional standing, walking, bending, and reaching.
• Ability to lift up to 15‑25 pounds.
• Visual acuity to read screens and printed documents.
• Effective oral and written communication in person and virtual meetings.
• Occasional movement throughout the office.

To perform this job successfully, an individual must perform the essential duties satisfactorily with or without reasonable accommodation. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Continental Tide is an Equal Opportunity Employer. We participate in E‑Verify and U.S. citizenship is required for most positions. The company prohibits discrimination on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information, political affiliation, military service, or any other non‑merit‑based factor. We provide reasonable accommodations to employees and applicants with disabilities and respect the rights of protected veterans.