Administrative Assistant I, II, III

Prism Maritime•Chesapeake, VA

1d•Onsite

About The Position

This role involves supporting an executive, group, department, manager, or organization by handling various administrative tasks. Responsibilities include data entry, managing correspondence, organizing documents, filing, and providing clerical support. Administrative Assistants utilize computers to create and manage spreadsheets, databases, presentations, and other business documents. Depending on the specific business area, tasks may vary.

Requirements

Basic experience with Microsoft Office Suite (Level I).
Moderate to high level experience with Microsoft Office Suite (Level II & III).
Moderate to high level experience with Desktop Publishing (Level II & III).
Moderate to high level experience with Data entry (Level II & III).
Moderate to high level experience with Graphic design (MS Office products, VISO, or AutoCAD) (Level II & III).
Moderate to high level experience with Technical Writing (Level II & III).
One-year administrative work experience (Level I).
Two years relatable administrative work experience (Level II).
Three consecutive years administrative work experience (Level II).
Five consecutive years administrative work experience (Level III).
U.S. citizenship is required for most positions.

Nice To Haves

Previous Maritime Industry experience beneficial (All Levels).
Trade school or Associates degree helpful (All Levels).
Degree in relevant field of education (Level II & III).

Responsibilities

Organizing paperwork from various departments and returning it for finalization.
Transferring paper-based records onto computerized systems.
Assisting in the preparation of reports, technical documentation, test and inspection booklets, and other textual material.
Supporting the set-up and preparation of monthly progress reports, briefs, and technical reports.
Assisting in the maintenance of project archives and lessons learned.
Receiving, controlling, organizing, and maintaining documents for storage in libraries and repositories according to company policies and security directives.
Ensuring all documentation adheres to client quality formatting requirements, including correcting templates, fonts, style, pagination, and numbering.
Processing and reviewing expense reports.
Receiving and processing company travel requests, including booking airfare, hotel accommodations, and car rental reservations.
Conducting work in accordance with established policies and procedures.
Scheduling and attending meetings to record minutes documenting discussions and decisions.
Loading project budgets into the accounting system.
Assisting all business areas in performing job assignments specific to their functions to expedite work results under the guidance of a manager.
Building and validating bills of materials (BOM) for task order estimates, proposals, and fabrication quotes.
Utilizing historical cost data to provide material pricing for cost estimates and task order proposals.
Collecting subcontractor and vendor pricing to assist in preparing buy versus build analysis.
Processing Accounts Payable.
Performing any other assignments or tasks as needed or requested by management.