Contract Administrative Assistant

First Coast Security Solutions; Jacksonville (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

First Coast Security Solutions is seeking a full-time Administrative Assistant in the Jacksonville, FL area to support office and training teams. The role emphasizes maintaining the TAMS database and employee records, while handling routine administrative duties with accuracy and privacy.

The ideal candidate has at least 3 years of administrative experience, strong Office 365 skills, and the ability to work independently under procedures. Onsite facility work and occasional lifting are involved.

Qualifications

• High school diploma required.
• At least 3 years of administrative support experience.
• Proficient with Office 365 (Word, Outlook and Excel) with intermediate/advanced skills.
• Accurate data entry, strong time management and ability to focus on complex tasks.
• Must work well independently and follow standard operating procedures.
• HR experience or knowledge of government contracting software (TAMS) is a plus.
• Must be a U.S. citizen and at least 18 years old.

Responsibilities

• Maintain the TAMS database by entering data, running audits, and ensuring government compliance.
• Maintain the employee Matrix with precise data entry and tracking.
• Prepare and submit reports to government agencies and generate training exhibits.
• Coordinate with trainers on training schedules and rosters.
• Respond to emails and routine correspondence in a timely manner.
• Perform various administrative duties and verify weekly personnel counts (active vs. inactive PSOs).
• Assist with office and training department support as needed.

Skills

Data entry

Time management

Independent worker

Attention to detail

Communication

Education

High School Diploma

Tools

Office 365

TAMS

Government contracting software

Job description

First Coast Security Solutions (FCSS) provides security services nationwide. We are seeking a full-site Administrative Assistant for our contract in Jacksonville, FL area. The Administrative Assistant is primarily responsible for maintenance of TAMS database, maintaining employee personnel files and training documents as well as supporting office and training departments.

Responsibilities

• Maintain the TAMS database by compiling employee data, entering information accurately, running audits, and ensuring government compliance
• Maintain the employee Matrix with precise data entry, including:
• Sending spreadsheets of expiring permits to supervisors
• Tracking employee suspensions and violations
• Creating and maintaining bid spreadsheets
• Generate training exhibits and related documentation
• Coordinate with trainers on training schedules by creating rosters and tracking spreadsheets
• Prepare and submit required reports to government agencies
• Promptly respond to emails and routine correspondence
• Perform various administrative and clerical duties as assigned
• Verify and report weekly personnel counts (active vs. inactive PSOs)
• Perform other duties as assigned.

Working Conditions

• Onsite position in an office environment
• Intermittent standing, walking, sitting throughout the day
• May lift and carry items up to 25lbs

Qualifications

• Must be a U.S. citizen
• At least 18 years of age
• High School Diploma
• Minimum of three (3) years of experience in administrative support
• Office 365 (including Word, Outlook and Excel with intermediate or advanced skill level)
• Accurate data entry, ability to focus, and complete complex tasks
• Must work well independently and possess excellent time management skills.
• H/R experience and/or knowledge of government contracting software or TAMS software a plus
• Understand and follow standard operating procedures
• Perform duties in a professional manner