Administrative Assistant I, II

Prism Maritime•Chesapeake, VA

3d•Onsite

About The Position

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.

Requirements

Basic experience with: Microsoft Office Suite
Data entry
Minor to moderate experience with: Microsoft Office Suite
Desktop Publishing
Data entry
Graphic design (MS Office products, VISO, or AutoCAD)
Technical Writing
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.
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.
US Citizen

Responsibilities

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.
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.
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.
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.