Administrative Assistant

Position: Administrative Assistant

Location: Norfolk, VA

Company Overview

Continental Tide Defense Systems, Inc. (Continental Tide) is an industry leader, providing engineering and industrial services to the U.S. Navy, U.S. Coast Guard, Military Sealift Command, and other DoD organizations. At Continental Tide, we understand that a great company culture is one where employees know their voice is heard, no matter what their title is, and letting them grow in their role as the company does. We want to provide our employees with the opportunity to learn, be challenged and be in a position where they can succeed, develop new skills, and do things they wouldn't have the opportunity to do elsewhere. Our fast-paced and challenging environment, employees here at Continental Tide can catapult themselves to the top and we’re looking for "the best at what they do" to join our team and help us grow.

Attention to detail and a willingness to learn is essential as you will be fully engaged from the first day. We offer competitive wages in salaried and hourly positions, educational opportunities, relocation reimbursement, competitive employee benefit options, and a 401(k)-retirement plan with company match. We are always looking for top-talent and we look forward to new-thinkers and team-players joining our company!

• Please note due to the anticipated volume of responses, we will contact only those candidates who most closely match our requirements. Only local candidates will be considered.
  
  

Job Overview

Continental Tide is seeking a highly organized and experienced Administrative Assistant to provide comprehensive support to our team in Norfolk, VA. The ideal candidate will be a self-starter with strong attention to detail, excellent communication skills, and the ability to manage multiple administrative tasks across a fast-paced office environment. This role requires prior experience in administrative support, excellent time management, and the ability to work collaboratively with multiple departments and stakeholders.

Essential duties & responsibilities include, but are not limited to the following:

• Submit 5512s and applicable documentation required for authorized representative to submit the background checks for New Hires or Employees whose badging is expiring.
• Maintain training records and input data into Train Tracks and employee certifications.
• Manage and update personnel files, ensuring compliance with company standards.
• Create and distribute New Hire packets.
• Track employee badges and maintain badge log.
• Support hiring managers during the recruiting process (scheduling, coordination, communication).
• Maintain and update spreadsheets for scheduled interviews & pending Offer Letters and other personnel data.
• Assist in the planning and coordination of All Hands Meetings and various team events, including scheduling, logistics, communications, and on-site support as needed.
• Scan documentation into Prevail and ingest into the appropriate folder.
  
  

Travel & Expense Management

• Coordinate travel arrangements for staff as needed.
• Review employee expense reports for accuracy and completeness.
• Reconcile and track credit card statements.
  
  

Office Operations & Support

• Answer and route phone calls professionally and timely.
• Document recap notes during weekly Monday management meetings to ensure alignment and timely decisions across teams.
• Sort, distribute, and manage incoming and outgoing mail.
• Order and track office supplies via WB Mason and various other vendors (including maintaining a checklist).
• Submit and track office invoices.
• Coordinate with external vendors (e.g., Shred-it services).
• Print drawings and technical manuals to Job Material Lists (JMLs).
  
  

Time & Attendance

• Review and verify employee timesheets for completeness, making corrections when needed.
• Coordinate and publish weekly job assignments for East Coast staff to support operational efficiency and regional workforce planning.
• Maintain the Attendance Tracker, accurately logging all personnel who were late, called out, or were no-call/no-shows (NCNS), ensuring up-to-date and precise records.
  
  

Requirements

• 3 years of experience in an administrative or office support role***
• Strong knowledge of Microsoft Office Suite (Excel, Word, Outlook)
• Experience with QuickBooks, WB Mason, and expense management systems a plus
• Excellent organizational and time-management skills
• Ability to handle sensitive information with confidentiality
• Strong interpersonal and communication skills
• Ability to manage competing priorities and meet deadlines
  
  

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 15 pounds occasionally (e.g., files, office supplies, boxes of materials).
• Frequent use of standard office equipment, including computers, telephones, printers, scanners, and fax machines.
• Regularly required to talk or hear in person and via phone.
• Must be able to navigate an office environment and attend meetings in various locations within the facility.
• Occasional walking, bending, or reaching to access filing cabinets, office supplies, or equipment.
• Ability to focus and perform repetitive tasks with accuracy and attention to detail for extended periods.
  
  

Reasonable Accommodations Statement

To perform this job successfully, an individual must perform the essential job duties satisfactorily with or without reasonable accommodation and without posing a direct threat to the safety or health of employee or others. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Benefits

Continental Tide offers an empowering professional environment in a culture that emphasizes teamwork, shared responsibility for company and client success, and personal growth. We offer competitive wages in salaried and hourly positions, educational opportunities, competitive employee benefit options, and 401K plan with company match.

Apply Today

If you’re ready to make a difference, we encourage you to apply and become a part of our mission to deliver quality solutions to the Fleet.

Continental Tide is an Equal Opportunity Employer and participates in E-Verify and U.S. citizenship is required for most positions. Continental Tide prohibits discrimination against any protected class from discrimination on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. These protections extend to all management practices and decisions, including recruitment and hiring, appraisal systems, promotions, training, and career development programs. Consistent with these obligations, Continental Tide also provides reasonable accommodations to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for sincerely held religious beliefs, observances, and practices.

Continental Tides Defense Systems, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran”.

“This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans.”