Administrative Assistant II - Operations & Team Support

Continental Tide Defense Systems; Norfolk (VA); On-site; USD 42,000 - 52,000; Full time

Job summary

Continental Tide Defense Systems, Inc. in Norfolk, VA seeks an Administrative Assistant II to provide comprehensive support to our team. You will manage daily administrative tasks, coordinate recruiting and travel, and maintain personnel records.

This role requires strong organizational and communication skills, experience with Microsoft Office and QuickBooks, and the ability to handle confidential information in a fast-paced government contractor environment.

Qualifications

• 3+ years of experience in an administrative or office support role.
• Strong knowledge of Microsoft Office Suite (Excel, Word, Outlook).
• Experience with QuickBooks, WB Mason, and expense management systems 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.

Responsibilities

• 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 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), ensuring up-to-date and precise records.

Skills

Organizational skills

Time management

Communication

Interpersonal skills

Tools

Microsoft Office

QuickBooks

Job description

Continental Tide Defense Systems, Inc. in Norfolk, VA seeks an Administrative Assistant II to provide comprehensive support to our team. You will manage daily administrative tasks, coordinate recruiting and travel, and maintain personnel records.

This role requires strong organizational and communication skills, experience with Microsoft Office and QuickBooks, and the ability to handle confidential information in a fast-paced government contractor environment.