Administrative Assistant

T-Solutions, Inc.•San Diego, CA

20d•$65,000 - $80,000•Hybrid

About The Position

T-Solutions is seeking an Administrative Coordinator to support the Port Engineer Program and its leadership team across multiple Fleet Concentration Areas. This role serves as a key administrative resource, coordinating program documentation, reporting, training records, communications, and compliance-related activities to support the successful execution of Navy maintenance and readiness operations.

Requirements

High school diploma or equivalent required; associate's degree preferred. Additional relevant experience may be considered in lieu of preferred educational qualifications.
Three or more years of administrative, program support, or operations support experience, preferably in a DoW, Navy, government contracting, maintenance, or logistics program environment.
Familiarity with Navy maintenance, material readiness, reporting, or administrative systems; ability to retrieve, organize, maintain, and update program data and reports.
Experience developing, maintaining, and controlling documentation, trackers, spreadsheets, records, file structures, and data management systems supporting DoW or government programs.
Experience tracking recurring deliverables, monitoring submission timeliness, identifying discrepancies, maintaining accurate records, and coordinating follow-up actions for management review or compliance purposes.
Experience maintaining training records, tracking course or certification completion, and preparing recurring training progress, compliance, or professional development reports.
Familiarity with purchase requisition processes, supply procurement support, vendor coordination, and administrative purchasing documentation.
Experience preparing, routing, proofreading, and coordinating formal correspondence, reports, briefing materials, meeting minutes, action items, and other communications for senior-level stakeholders.
Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; ability to maintain spreadsheets, trackers, file structures, and basic databases.
Strong organizational, follow-up, and time-management skills with the ability to manage multiple priorities, deadlines, projects, and recurring reporting requirements independently.
Excellent written and verbal communication skills, strong attention to detail, and the ability to ensure accuracy, completeness, and quality of administrative products and program data.
Ability to exercise discretion, professionalism, and sound judgment when supporting senior military, government civilian, contractor, vendor, and program personnel.
Must be a U.S. citizen.
Must possess a valid Driver’s License.
Must have reliable transportation to and from various work locations.
Must maintain the capability to communicate with their supervisor or manager when not in the office. This includes using your equipment and services for business-related purposes. The compensation for this position includes incidental costs for work-related usage of your personal devices.

Nice To Haves

Working knowledge of Naval administrative and correspondence policies, instructions, and standard office procedures preferred.
Active DoW Secret security clearance is highly desired; however, candidates eligible to obtain and maintain a DoW Secret security clearance will be considered.

Responsibilities

Provide administrative and program support to the Navy Senior Port Engineer (NSPE), Local Senior Port Engineers (LSPEs), Assistant Program Managers (APMs), Port Engineers (PEs), and Combat Systems Port Engineers (CSPEs) across supported Fleet Concentration Areas, including San Diego, Pearl Harbor, Everett, and other locations as directed.
Maintain accurate and current program records, trackers, databases, and spreadsheets, including CMAV lock letters, CFOM reports, PB4M reports, training records, professional development report cards, ship status, contact lists, and other program documentation.
Support contractual and program compliance by tracking recurring deliverables, monitoring submission timeliness, maintaining auditable records, identifying discrepancies, and coordinating follow-up with LSPEs, APMs, Port Engineers, and program personnel.
Prepare and distribute recurring Port Engineer training progress, compliance, and professional development reports to support management review, program oversight, and reporting requirements.
Prepare, process, and track purchase requisitions and coordinate vendor support for approved program needs, including materials, supplies, coveralls, business cards, and related administrative items.
Support onboarding of new Port Engineers and maintain communication with government and contractor personnel regarding leave schedules, contact updates, coverage planning, and program requirements.
Coordinate meetings and events, including calendar invitations, briefing materials, presentation review, meeting minutes, action item tracking, and follow-up communications.
Support Port Engineer Training Symposium (PETS) planning and execution, including administrative coordination, documentation, action item tracking, on-site support in San Diego, Yearbook support, and related program initiatives.
Create, edit, and maintain naval correspondence, directives, status reports, trip reports, briefing slides, file structures, spreadsheets, contact lists, and other administrative products supporting Port Engineer Program operations.
Prepare no-cost travel orders for appropriate review, coordination, and signature; coordinate monthly Port Engineer wall chart printing and related status communications.
Collaborate with LSPEs, APMs, office support staff, government personnel, and contractor personnel to streamline communications, administrative processes, reporting requirements, and program objectives.
Perform additional administrative duties and special projects as required to support command mission requirements and APM direction.