Job Descriptions:
Company Overview:
Continental Tide Defense Systems Inc. (Continental Tide) is headquartered in Reading, PA with additional locations in Philadelphia; San Diego, CA; Bremerton, WA and Norfolk, VA. We specialize in providing engineering and industrial services to the US Navy, Coast Guard, Military Sealift Command, and other Department of Defense 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 in new ways.
*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.
We are looking for a highly organized and detail-oriented Administrative Assistant II to support various operational and administrative tasks, including employee onboarding, training coordination, travel arrangements, and management of key operational processes such as personnel files, credit card statements, expense reports, and office supplies. The ideal candidate will be proactive, resourceful, and capable of working independently while maintaining a high level of accuracy.
Job Description:
We are seeking a motivated and organized HR Assistant to support our human resources department in various administrative tasks. The ideal candidate will assist in recruitment, onboarding, employee records management, and other HR-related activities. This position is an excellent opportunity for someone looking to start or grow their career in human resources, with a focus on supporting the HR team and ensuring smooth operational efficiency.
Key Responsibilities include, but are not limited to:
Onboarding:
Manage the onboarding process for new hires, ensuring all required documentation is completed and submitted
Assist in scheduling and organizing initial training sessions for new employees
Coordinate the badging process for new hires, ensuring security access is set up
Training:
Help schedule and manage training programs for employees
Ensure training materials are available and up to date
Travel Coordination:
Organize travel logistics for employees, including flight bookings, hotel reservations and transportation.
Ensure all travel arrangements are aligned with company policies and budgets
Personnel File Management:
Maintain and organize personnel files, ensuring accuracy and compliance with legal and company requirements
Track employee information and documentation updates
Credit Card Statements:
Review and process credit card statements for accuracy
Ensure appropriate approvals for expenses and proper documentation
Expense Reports:
Review employee-submitted expense reports for accuracy and compliance
Ensure proper coding and approvals for all reported expenses
Invoices:
Process and track invoices for departmental and office expenses
Ensure all invoices are paid on time and are accurately recorded
WB Mason (Checklist & Orders):
Maintain a checklist for office supplies and ensure regular orders are placed via WB Mason or Amazon
Track supply inventory to ensure stock levels are maintained
Shred-it:
Coordinate secure shredding services for confidential documents
Ensure proper shredding schedules and maintain confidentiality protocols
Timesheets:
Ensure employees submit their timesheets accurately and on time
Review timesheets for discrepancies and ensure payroll deadlines are met
Required Experience:
Requirements include:
Must be able to obtain and maintain a security clearance
Candidates must possess high school diploma or equivalent
Must be prompt and dependable
Entry level to three (3) years' experience
Strong communication and interpersonal skills
Strong attention to detail
High proficiency using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook.
Must be at least 18 years old and a US Citizen
Ability to lift 10lbs
Must be able to sit for long periods of time
Exceptional organizational skills and the ability to multitask effectively
Strong communication skills, both written and verbal
Proficient with Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment
Knowledge of employee onboarding processes and training coordination
Keyword: Administrative Assistant II
From: Continental Tide Defense System INC.
