Administrative Specialist II - Providence

Overview
This position involves performing office administration, contract management, and facility operations activities to support civil engineering projects related to property support and asset management. The role requires assisting with business activities, managing documentation, and providing support for real property and lease systems, ensuring accuracy and process efficiency within a public trust environment. 

Education & Certification Requirements
A high school diploma or GED is required. Bachelors degree is preferred, but not mandatory. 

Clearance Requirements
Public Trust clearance is required for this role. 

Onsite Requirements
This role is onsite in Providence, RI, requiring five days per week presence. 

Responsibilities

• Manage office administration, including correspondence and filing systems, to facilitate efficient document retrieval. 
• Assist in preparing management reports and maintaining calendars of key activities. 
• Review and verify real property documents such as leases, deeds, surveys, and transfer of sale documents. 
• Add and update ingress data into the USCG Real Property system of record, ensuring accuracy of lease and property information. 
• Organize and maintain SharePoint and Teams Document Libraries for ease of access and usability. 
• Run ad-hoc reports from SAM to support analysis and documentation. 
• Verify timely lease payments and confirm active ingress data accuracy. 
• Identify opportunities for process improvement and collaborate with team members to implement changes. 
• Support civil engineering projects by reviewing CAD drawings, land surveys, and property documents when relevant.

Qualifications

• 2-5 years of experience in administrative, analytical, or property management roles. 
• Exceptional attention to detail and organizational skills. 
• Ability to manage high-volume, deadline-driven tasks effectively. 
• Effective written and verbal communication skills. 
• Willingness to research and resolve complex information inquiries. 
• Experience with CAD or similar systems is a significant plus. 
• Internal audit or civil engineering background is helpful but not mandatory. 
• Ability to work independently and prioritize tasks efficiently.

Desired Skills

• Strong proficiency with SharePoint, Teams, or similar document management platforms. 
• Experience with real property systems or lease management. 
• Analytical skills for running reports and supporting data analysis. 
• Problem-solving skills to identify and implement process improvements.