Administrative Assistant I, II, III

Prism Maritime, LLC; Chesapeake (VA); On-site; USD 25,000 - 39,000; Full time

Job summary

Prism Maritime, LLC in Chesapeake, VA is seeking an Administrative Assistant I-III to support an executive and department teams with routine clerical tasks. You will manage data entry, prepare reports, organize documents and coordinate travel requests in an office setting.

The role requires proficiency with Microsoft Office, strong organizational skills, and the ability to produce accurate documentation. Travel may be occasional, and performance is aligned with company policies and security

Qualifications

• Basic to advanced MS Office proficiency and data entry skills.
• Experience with document control and reports.
• Familiarity with travel arrangements and expense processing.
• Awareness of maritime industry is beneficial.

Responsibilities

• Support executives and managers with administrative tasks.
• Prepare monthly progress and technical reports.
• Maintain project archives and documentation.
• Process travel requests and arrange travel.
• Assist in budgeting and financial data entry.
• Attend meetings and record minutes.

Skills

Microsoft Office Suite

Data entry

Desktop Publishing

Graphic design

Technical Writing

Education

HS diploma or GED

Associates degree helpful

Degree in relevant field

Tools

AutoCAD

MS Visio

Desktop Publishing software

Job description

Position Title: Administrative Assistant I, II, III

Work Location: Chesapeake, VA - In Office

FLSA Status: Full-Time, Non-exempt

REQ#26_100105

Summary of duties - Support an executive, group, department, manager, or organization, handling administrative tasks, such as data entry, correspondence, organizing documents, filing, and supporting clerical‑related solutions. Administrative Assistants use a computer to develop or work from spreadsheets or databases, create presentations, reports, and other business‑related documents. Admin Assistants may be assigned to any variety of business area specific functions.

Level I

• Organizing paperwork from various departments and return to proper department for finalization.
• Transfer paper-based records onto computerized systems
• Assists in the preparation of reports, technical documentation, test and inspection booklets and other textual material.
• Lends support with set‑up and preparation of monthly progress reports, briefs, and technical reports as required.
• Assists in the maintenance of project archives and lessons learned.
• Receives, controls, organizes, and maintains documents to be stored in libraries and repositories according to company policies and security directives.
• Ensure all documentation provided is as per Client quality formatting requirements.
• Formatting may include correcting templates, fonts and style, pagination and numbering and other activities that may be required.
• Process / Review expense reports.
• Receive and process company travel requests, including booking airfare, hotel accommodations, and car rental reservations.
• Conducts work IAW established policies and procedures.
• Travel outside the local area may occasionally be required.
• Perform any other assignments or tasks as needed or requested by management to assist in accomplishing the organization’s mission, objectives, and goals.

Level II & III

• Assists in the preparation of reports, technical documentation, test and inspection booklets and other textual material, as well as financial databases and documents.
• Lends support with set‑up and preparation of monthly progress reports, briefs, technical reports as required, and financial reports.
• Assists in the maintenance of project archives and lessons learned.
• Receives, controls, organizes, and maintains documents to be stored in libraries and repositories according to company policies and security directives.
• Ensure all documentation provided is as per Client quality formatting requirements.
• Schedules and attends meetings to record minutes that document discussions and decisions related to specific Operations Department business functions.
• Loads project budgets into the accounting system.
• May be routinely tasked to assist all Operations Department business areas in performing job assignments specific to the functions of that business area to expedite work results while under the tutelage of a business area manager. Some specific assignments for specialized business area functions include, but are not limited to:
  • Builds and validates bill of materials (BOM) for task order estimates, proposals, and fabrication quotes.
  • Utilizes historical cost data to provide Material pricing for cost estimates and task order proposals.
  • Collects subcontractor and vendor pricing to assist in preparing buy versus build analysis during the planning and estimating phase.
• Process Accounts Payable.
• Process/review expense reports.
• Receive and process company travel requests, including booking airfare, hotel accommodations, and car rental reservations.

• Conducts work IAW established policies and procedures.
• Travel outside the local area may be required.
• Perform any other assignments or tasks as needed or requested by management to assist in accomplishing the organization’s mission, objectives and goals.

Additional Skills and other Notes

Level I

Basic experience with:

• Microsoft Office Suite
• Data entry

Level II & III

Moderate to high level experience with:

• Microsoft Office Suite
• Desktop Publishing
• Data entry
• Graphic design (MS Office products, VISO, or AutoCAD)

• Technical Writing

Education/Specialized Training

Level I

• HS diploma or GED may be required depending on varying contract stipulations. Trade school, Associates degree helpful.
• One-year administrative work experience. Previous Maritime Industry experience beneficial.

Level II

• HS diploma or GED may be required depending on varying contract stipulations. Trade school, Associates degree helpful.
• Degree in relevant field of education and two years relatable administrative work experience.
• Three consecutive years administrative work experience. Previous Maritime Industry experience beneficial

Level III

• HS diploma or GED may be required depending on varying contract stipulations. Trade school, Associates degree helpful.
• Degree in relevant field of education and two years relatable administrative work experience.
• Five consecutive years administrative work experience. Previous Maritime Industry experience beneficial.

Security Clearance

• S. Citizen
• N/A

Certifications/Licenses (as required for the task being performed)

• Certificate to support any Associates or Trade school accomplishments.

Physical/Environmental Job Requirements

Physical requirements may include:

• Lifting/moving up to and including 25 pounds

Company Overview

Prism Maritime is a premier maritime service provider for Alteration Installation Team (AIT) and Modernization related Services in support of US Maritime and Shore-based clients. Prism Maritime is a privately held business headquartered in Chesapeake, VA, with offices in San Diego and Ventura, CA. Established in 2006, Prism Maritime currently employs over 350 professionals and maintains an ISO 9001-2015 certified Quality Management System.

Prism Maritime is an EEO/AA employer. We invite resumes from all interested parties without regard to race, color, religion, sex, national origin, ethnic origin, physical or mental disability, veteran status, age, or any other characteristic protected by federal, state, or local laws. U.S. citizenship is required for most positions.

If you need special assistance or an accommodation while seeking employment with us, please email [e-mail] or call: 757-460-8800.