Adminstrative Assistant II

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. 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.

Attention to detail and a willingness to learn is essential as you will be fully engaged from the first day. We offer competitive wages in salaried and hourly positions, educational opportunities, relocation reimbursement, competitive employee benefit options, and a 401(k)-retirement plan with company match. We are always looking for top-talent and we look forward to new-thinkers and team-players joining our company!

* 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.

Continental Tide is seeking a highly organized and experienced Administrative Assistant II to provide comprehensive support to our team in Norfolk, VA. The ideal candidate will be a self-starter with strong attention to detail, excellent communication skills, and the ability to manage multiple administrative tasks across a fast-paced office environment. This role requires prior experience in administrative support, excellent time management, and the ability to work collaboratively with multiple departments and stakeholders.

• Submit 5512s and applicable documentation required for authorized representative to submit the background checks for New Hires or Employees whose badging is expiring.
• Maintain training records and input data into Train Tracks and employee certifications.
• Manage and update personnel files, ensuring compliance with company standards.
• Create and distribute New Hire packets.
• Track employee badges and maintain badge log.
• Support hiring managers during the recruiting process (scheduling, coordination, communication).
• Maintain and update spreadsheets for scheduled interviews & pending Offer Letters and other personnel data.
• Assist in the planning and coordination of All Hands Meetings and various team events, including scheduling, logistics, communications, and on-site support as needed.
• Scan documentation into Prevail and ingest into the appropriate folder.

• Coordinate travel arrangements for staff as needed
• Review employee expense reports for accuracy and completeness
• Reconcile and track credit card statements
• Perform duties outside of your normal duties as needed to serve in a support capacity

• Answer and route phone calls professionally and timely.
• Document recap notes during weekly Production Meeting to ensure alignment and timely decisions across teams.
• Sort, distribute, and manage incoming and outgoing mail.
• Order and track office supplies via WB Mason and various other vendors (including maintaining a checklist).
• Submit and track office invoices.
• Coordinate with external vendors (e.g., Shred-it services).
• Print drawings and technical manuals to Job Material Lists (JMLs).
• Review and verify employee timesheets for…