Contract Administrative Assistant

First Coast Security Solutions; Tampa (FL); On-site; USD 36,000 - 58,000; Full time

Job summary

First Coast Security Solutions is seeking an Administrative Assistant for an on-site contract in the Jacksonville, FL area. You will maintain the TAMS database, personnel files, and training documents while supporting the office and training departments to ensure compliance and efficient operations.

The role requires a high school diploma, at least three years of administrative experience, and proficiency with Office 365. Must be a U.S.

Qualifications

• Strong data-entry accuracy and attention to detail.
• Ability to manage tasks with minimal supervision and meet deadlines.
• Familiarity with government contracting standards is a plus.

Responsibilities

• Maintain the TAMS database by compiling employee data and ensuring accuracy.
• Maintain the employee matrix and training documents with precise data entry.
• Prepare reports and respond to routine correspondence in a timely manner.
• Support office and training departments with administrative tasks as needed.
• Assist in tracking personnel counts and government compliance as required.

Skills

Data entry

Time management

Independent work

Education

High School Diploma

Tools

Office 365

TAMS software

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.

This is a fully on-site position.

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