AME Administrative Assistant

Location: Portsmouth, VA

Schedule: Monday-Friday, 8:00 a.m.-4:30 p.m.

Job Overview:

We are seeking a dependable and detail-oriented Administrative Assistant to join our team. The ideal candidate must be skilled in Microsoft Excel, Word, and Adobe Acrobat Pro, and capable of managing a wide range of administrative tasks to ensure the smooth operation of our facility.

Key Responsibilities:

• Roll and manage phone lines at office opening and closing
• Answer incoming calls and take accurate messages
• Monitor facility cameras and manage facility access by operating gate system
• Screen all visitors and ensure proper sign-in procedures
• Create and submit access requests for employees and temp staff using Microsoft Outlook, Excel, Word, and Adobe Pro
• Receiving orders on P.O.'s in the ERP system
• Assist Payroll with managing time records for employees and temp staff
• Support Human Resources in hiring processes and onboarding
• Enter and manage data in Excel spreadsheets
• Scan and file job documents in electronic folders
• Maintain inventory of office supplies and coordinate with Purchasing for reordering
• Assist in booking hotel arrangements for out-of-town travel
• Other duties as assigned

Education:

• High school diploma or GED equivalent required. 

Experience:

• Minimum of two years’ experience in administrative/office setting
• Proficient in Microsoft Office suite
• Proficient in Adobe Pro
• Must be able to obtain a TWIC badge
• Knowledge of Timekeeping processes to assist in payroll functions
• Experience in shipyard industry preferred

Skills Knowledge & Abilities:

• Ability to work independently
• Ability to multi-task in a fast-paced environment and adapt quickly to changing priorities
• Skilled in editing skills with exceptional attention to detail
• Skilled in prioritizing tasks to ensure projects are successfully completed within established deadlines
• Skilled in MS Office suite and other software products
• Skilled in verbal and written communication
• Ability to handle confidential information with discretion