Continental Tide Defense Systems is hiring: Administrative Assistant in Norfolk

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Overview

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 understand that a great company culture is one where employees know their voice is heard, and we aim to provide opportunities to learn, be challenged, and grow in their role. Our fast-paced environment supports employees who want to develop new skills and contribute at a high level.

Position

Administrative Assistant

Location: Norfolk, VA

Responsibilities

• Submit 5512s and applicable documentation for authorized representatives to submit background checks for New Hires or Employees with expiring badges.
• Maintain training records and input data into Train Tracks and employee certifications.
• Manage and update personnel files in compliance with company standards.
• Create and distribute New Hire packets.
• Track employee badges and maintain badge logs.
• 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 planning and coordinating All Hands Meetings and various team events, including scheduling, logistics, communications, and on-site support as needed.
• Scan documents into Prevail and ingest into the appropriate folders.

Travel & Expense Management

• Coordinate travel arrangements for staff as needed.
• Review employee expense reports for accuracy and completeness.
• Reconcile and track credit card statements.

Office Operations & Support

• Answer and route phone calls professionally and in a timely manner.
• Document recap notes during weekly Production Meetings to ensure alignment and timely decisions across teams.
• Sort, distribute, and manage incoming and outgoing mail.
• Order and track office supplies via 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).

Time & Attendance

• Review and verify employee timesheets for completeness, making corrections when needed.
• Coordinate and publish weekly job assignments for East Coast staff to support operational efficiency and regional workforce planning.
• Maintain the Attendance Tracker, accurately logging all personnel who were late, called out, or were no-call/no-shows (NCNS).

Requirements

• 3+ years of experience in an administrative or office support role.
• Strong knowledge of Microsoft Office Suite (Excel, Word, Outlook).
• Experience with Train Tracks, WB Mason, and Amazon is a plus.
• Excellent organizational and time-management skills.
• Ability to handle sensitive information with confidentiality.
• Strong interpersonal and communication skills.
• Ability to manage competing priorities and meet deadlines.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 15 pounds occasionally (e.g., files, office supplies, boxes of materials).
• Frequent use of standard office equipment (computers, telephones, printers, scanners, fax machines).
• Regularly required to talk or hear in person and via phone.
• Must be able to navigate an office environment and attend meetings in various locations within the facility.
• Occasional walking, bending, or reaching to access filing cabinets, office supplies, or equipment.
• Ability to focus and perform repetitive tasks with accuracy and attention to detail for extended periods.

Reasonable Accommodations

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 employee or others. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Benefits

Continental Tide offers a professional environment with teamwork, shared responsibility for company and client success, and personal growth. We offer competitive wages (salaried and hourly), educational opportunities, relocation reimbursement, competitive employee benefit options, and a 401(k) plan with company match.

Apply

If you’re ready to make a difference, apply and become part of our mission to deliver quality solutions to the Fleet. Continental Tide is an Equal Opportunity Employer and participates in E-Verify. U.S. citizenship is required for most positions. We prohibit discrimination based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information, political affiliation, military service, or other non-merit-based factors. We also provide reasonable accommodations to applicants with disabilities or sincerely held religious beliefs as required by law. 41 CFR 60-300.5(a) compliance applies to qualified protected veterans.

Continental Tide Defense Systems, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.