Documentation & Administrative Support Specialist

Heartland Consulting • Mobile, AL

6d • Onsite

About The Position

Heartland Consulting is seeking a Documentation & Administrative Support Specialist to provide high-quality day-to-day administrative and documentation support to U.S. Coast Guard leadership and program offices. This full-time, SCA-covered position plays a vital role in ensuring smooth operations, professional correspondence, and executive-level document support for complex acquisition and shipbuilding programs. This is an excellent opportunity for a polished, highly organized administrative professional who excels in a fast-paced government environment.

Requirements

• Minimum 4 years of documentation and administrative support experience in an office environment.
• Strong proficiency in Microsoft Office Suite, particularly Word, PowerPoint, and Excel.
• Excellent grammar, writing, formatting, research, and data consolidation skills.
• Solid knowledge of standard federal correspondence formats, report distribution procedures, and document control practices.
• Ability to manage multiple priorities and meet tight deadlines with a high degree of professionalism.

Nice To Haves

• Bachelor's degree preferred (or 4+ years of relevant experience may substitute).
• Active Secret clearance preferred (or ability to obtain one).
• Prior experience supporting DoD or U.S. Coast Guard offices is highly desired.
• Proactive, detail-oriented team player with strong communication skills and a customer-service mindset.

Responsibilities

• Provide comprehensive day-to-day administrative support, including correspondence, calendar management, visitor coordination, phone support, meeting logistics, and travel arrangements using USCG systems.
• Prepare, edit, and format high-quality reports, briefings, white papers, graphs, and executive-level documents.
• Manage incoming and outgoing correspondence, track suspenses, and support approval workflows.
• Respond to data calls and support ceremonial events, media coordination, and protocol requirements.
• Maintain organized logs, files, and trackers for decisional memoranda, training records, awards, and other program documentation.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level