Documentation/Administrative Specialist (USCG OPC Shipbuilding)

Documentation/Administrative Specialist

THORN Solutions is actively seeking a highly motivated Documentation/Administrative Specialist to support the United States Coast Guard Offshore Patrol Cutter Resident Inspection Office in Mobile, AL.

This position is associated with an upcoming contract that THOR is pursuing. We are conducting preliminary, "contingent" hiring for roles associated with this contract. The work start is dependent upon THOR being awarded this contract.

Typical Responsibilities:

• Compile, analyze, and validate information to produce and edit recurring and special reports, ensuring compliance with reporting requirements while coordinating with personnel and presenting clear, comprehensive summaries.
• Manage incoming and outgoing correspondence by prioritizing, tracking, and ensuring accuracy and compliance, preparing executive-level communications, coordinating follow-ups, and utilizing automated systems to maintain efficient office operations.
• Manage front office operations by screening calls and visitors, coordinating schedules and appointments, organizing meetings, and maintaining records while ensuring efficient use of leadership time and effective information flow.
• Support office missions by validating data accuracy, compiling statistics for decision-making, coordinating updates with leadership under tight timelines, and recommending process improvements to enhance administrative efficiency.
• Coordinate and manage official command travel by arranging reservations, processing travel documentation and claims, maintaining detailed itineraries and records, and ensuring protocol compliance for leadership and distinguished visitors.
• Track and support administrative actions through review and approval processes by monitoring key documents, ensuring timely coordination and follow-up, and maintaining compliance with clearance and approval requirements.
• Support the coordination of special programs and media events.
• Support all ceremonial efforts (i.e., keel laying, christening, commissioning) to include correspondence and coordination with other CG directorates, preparation and tracking of invitational guest lists, review and editing of print packages and other documentation support.
• Track dates and schedule changes, develop program specific ceremonial Plan of Actions & Milestones (POA&M) reports and maintain them until completion of the event.

Location: Primarily onsite at USCG Shipyard Facility in Mobile, AL.

Travel: Up to 10% travel is anticipated.

Typical Physical Requirements: Mix of desk/computer work in an office environment and periodic visits to waterfront/shipboard environments. May involve repetitive motion, traversing shipboard environments (e.g., confined spaces, ladders, hatches) or vision.

Eligibility for a SECRET Security Clearance is Required: This position requires eligibility for a Secret security clearance, to be obtained after hire. Only U.S. citizens are eligible for a security clearance; therefore, only current U.S. citizens will be considered for this position.

Required Knowledge, Skills, and Abilities:

• Bachelor's degree in a relevant technical or business field. In lieu of a Bachelor's degree, an additional four (4) years of relevant experience may be considered.
• At least four (4) years of relevant professional experience in an office environment providing documentation support.
• Ability to research, collect, develop and consolidate data for use in the preparation of reports.
• Knowledge of standard processing procedures, formats, distribution for correspondence, presentations and reports produced.
• Experience with general document processing and management.
• Proficient with the Microsoft Office suite including Word, Excel, PowerPoint, SharePoint, and Outlook, as well as other software/tools provided on the Coast Guard Standard Workstation.
• Strong communication and interpersonal skills.

Benefit Offerings: Along with competitive pay, THOR offers a comprehensive benefits package including:

• Paid Time Off (accrued)
• Paid Holidays
• 401(k) with employer match and traditional/Roth options
• Medical Insurance (3 plan options) + TRICARE Supplemental Coverage
• Dental Insurance (2 plan options)
• Vision Insurance Plan
• Healthcare and Dependent Care Flexible Spending Accounts
• Commuter/Transit Benefits
• Basic Life/AD&D, Short-Term and Long-Term Disability Insurance
• Supplemental Life Insurance
• Pet Benefits
• Legal Resources
• ID Theft Benefits
• Employee Assistant Plan and Work-Life Program
• Voluntary Leave Transfer Program
• Tuition Reimbursement Program
• Employee Referral Program

Founded in 2009, THOR Solutions, LLC (THOR) is a rapidly growing Center for Veteran's Excellence (CVE) verified Service-Disabled Veteran-Owned Small Business (SDVOSB) providing mission critical support across the Department of Defense, Department of Homeland Security, federal civilian agencies and commercial maritime industry, worldwide. THOR provides innovative and tailored expertise in multidisciplinary engineering, project and program management, business and financial management, technical support, integrated logistics support, training support, fleet support, corporate operations support, assessments and studies. THOR is privileged to deliver service solutions to the nation's most complex military, public sector and industry challenges.

THOR is proud to be an Equal Opportunity Employer, including veterans and individuals with disabilities. THOR considers all qualified applicants for employment without regard to legally protected characteristics. This policy applies to all terms and conditions of employment.

If you are an individual with a disability and would like to request a reasonable accommodation as part the employment selection process, please contact us at View email address on click.appcast.io or View phone number on click.appcast.io.