FULL-TIME ADMINISTRATIVE PROFESSIONAL

Administrative Assistant I, II, III
FLSA Status: Full-Time, Non-exempt

Summary of duties - Support an executive, group, department, manager, or organization, handling administrative tasks, such as data entry, correspondence, organizing documents, filing, and supporting clerical‑related solutions. Administrative Assistants use a computer to develop or work from spreadsheets or databases, create presentations, reports, and other business‑related documents. Admin Assistants may be assigned to any variety of business area specific functions.

Assists in the preparation of reports, technical documentation, test and inspection booklets and other textual material.

Assists in the maintenance of project archives and lessons learned.

Receives, controls, organizes, and maintains documents to be stored in libraries and repositories according to company policies and security directives.

Ensure all documentation provided is as per Client quality formatting requirements.

Receive and process company travel requests, including booking airfare, hotel accommodations, and car rental reservations.

Conducts work IAW established policies and procedures.

Travel outside the local area may occasionally be required.

Assists in the preparation of reports, technical documentation, test and inspection booklets and other textual material, as well as financial databases and documents.

Lends support with set‑up and preparation of monthly progress reports, briefs, technical reports as required, and financial reports.

Assists in the maintenance of project archives and lessons learned.

Receives, controls, organizes, and maintains documents to be stored in libraries and repositories according to company policies and security directives.

Ensure all documentation provided is as per Client quality formatting requirements.

Schedules and attends meetings to record minutes that document discussions and decisions related to specific Operations Department business functions.

Loads project budgets into the accounting system.

May be routinely tasked to assist all Operations Department business areas in performing job assignments specific to the functions of that business area to expedite work results while under the tutelage of a business area manager. Builds and validates bill of materials (BOM) for task order estimates, proposals, and fabrication quotes.

Utilizes historical cost data to provide Material pricing for cost estimates and task order proposals.

Collects subcontractor and vendor pricing to assist in preparing buy versus build analysis during the planning and estimating phase.

Process Accounts Payable.

Receive and process company travel requests, including booking airfare, hotel accommodations, and car rental reservations.

Conducts work IAW established policies and procedures.

Travel outside the local area may be required.

Microsoft Office Suite

Data entry

Microsoft Office Suite

Data entry

Graphic design (MS Office products, VISO, or AutoCAD)

Technical Writing

Education/Specialized Training
HS diploma or GED may be required depending on varying contract stipulations. One-year administrative work experience. HS diploma or GED may be required depending on varying contract stipulations. Degree in relevant field of education and two years relatable administrative work experience.

Three consecutive years administrative work experience. HS diploma or GED may be required depending on varying contract stipulations. Degree in relevant field of education and two years relatable administrative work experience.

Five consecutive years administrative work experience. Security Clearance

Citizen

Physical/Environmental Job Requirements
Prism Maritime is a premier maritime service provider for Alteration Installation Team (AIT) and Modernization related Services in support of US Maritime and Shore-based clients. Prism Maritime is a privately held business headquartered in Chesapeake, VA, with offices in San Diego and Ventura, CA. Established in 2006, Prism Maritime currently employs over 350 professionals and maintains an ISO 9001-2015 certified Quality Management System.

Prism Maritime is an EEO/AA employer. We invite resumes from all interested parties without regard to race, color, religion, sex, national origin, ethnic origin, physical or mental disability, veteran status, age, or any other characteristic protected by federal, state, or local laws. If you need special assistance or an accommodation while seeking employment with us, please email View email address on click.appcast.io.