Documentation & Administrative Specialist
Cortina Solutions, Mobile, AL, United States
Documentation & Administrative Specialist
Cortina Solutions is seeking a Documentation & Administrative Specialist to support the U.S. Coast Guard Offshore Patrol Cutter (OPC) Program Resident Inspection Office (PRO) in Mobile, Alabama. This position provides documentation development, administrative coordination, correspondence management, and meeting support to enable effective execution of program office activities supporting ship construction oversight.
The selected candidate will assist with reporting coordination, communications products, travel support, and tracking of program documentation throughout review and approval processes within a fast-paced federal acquisition environment.
Responsibilities include:
Provide day-to-day administrative and documentation support to OPC PRO personnel supporting program office operations
Prepare presentations, correspondence, spreadsheets, briefings, and reports using Government-provided templates and formats
Capture meeting notes, action items, and task updates and distribute information to stakeholders as required
Maintain logs, trackers, and suspense controls for incoming and outgoing correspondence and documentation packages
Support preparation and coordination of recurring and special reports for program leadership
Track administrative documentation through concurrent clearance and sequential approval processes
Maintain calendars, coordinate meetings, arrange conferences, and support office scheduling activities
Coordinate official travel arrangements using U.S. Coast Guard travel systems and maintain associated documentation
Support coordination of data calls requiring rapid response timelines
Assist with development and maintenance of communication products including handouts, briefing materials, and informational content
Support planning and execution of ceremonial events such as keel layings, christenings, and commissioning activities
Track action items and milestones associated with program events and develop status updates and POA&M tracking materials
Maintain administrative records and assist with monitoring compliance with documentation procedures and reporting requirements
Job Requirements:
Bachelor's degree from an accredited institution (or four additional years of relevant experience in lieu of degree)
Minimum of four (4) years of experience providing documentation or administrative support in an office or program environment
Experience preparing correspondence, reports, briefings, and presentation materials using Microsoft Office applications
Experience maintaining trackers, calendars, records, or document control logs supporting organizational operations
Ability to research, collect, organize, and consolidate information for reporting and decision-support purposes
Strong written and verbal communication skills
Ability to obtain and maintain a DoD SECRET security clearance
U.S. CITIZENSHIP REQUIRED
Preferred Qualifications:
Experience supporting U.S. Coast Guard or Department of Homeland Security programs
Familiarity with acquisition program documentation such as MSAM plans, memoranda, and agreement packages
Experience coordinating executive correspondence or senior leadership schedules
Experience supporting ceremonies, official events, or public-facing program activities
Experience supporting rapid-turnaround data calls within a federal program office environment
Primary location: Mobile, AL
Travel: Up to 10% travel is anticipated.
Benefits:
BCBS Medical and Dental Insurance
VSP Vision
Health Savings Account (HSA) Compatible Health Plan
Flexible spending Account (FSA) and Dependent Care Reimbursement
Company-paid Life Insurance
Company-paid Short and Long Term Disability Insurance
Voluntary Term Life Insurance
Matching 401(k) Plan
Flexible PTO
Paid Maternity and Paternity Leave
Federal Holidays
Company Match on Employee Non-Profit Donations
Professional Development
Background Check Requirement: As our team members work on government sites, all potential candidates are subject to a background screening that fully complies with the Fair Credit Reporting Act.
This position is contingent on contract award.
Cortina Solutions is seeking a Documentation & Administrative Specialist to support the U.S. Coast Guard Offshore Patrol Cutter (OPC) Program Resident Inspection Office (PRO) in Mobile, Alabama. This position provides documentation development, administrative coordination, correspondence management, and meeting support to enable effective execution of program office activities supporting ship construction oversight.
The selected candidate will assist with reporting coordination, communications products, travel support, and tracking of program documentation throughout review and approval processes within a fast-paced federal acquisition environment.
Responsibilities include:
Provide day-to-day administrative and documentation support to OPC PRO personnel supporting program office operations
Prepare presentations, correspondence, spreadsheets, briefings, and reports using Government-provided templates and formats
Capture meeting notes, action items, and task updates and distribute information to stakeholders as required
Maintain logs, trackers, and suspense controls for incoming and outgoing correspondence and documentation packages
Support preparation and coordination of recurring and special reports for program leadership
Track administrative documentation through concurrent clearance and sequential approval processes
Maintain calendars, coordinate meetings, arrange conferences, and support office scheduling activities
Coordinate official travel arrangements using U.S. Coast Guard travel systems and maintain associated documentation
Support coordination of data calls requiring rapid response timelines
Assist with development and maintenance of communication products including handouts, briefing materials, and informational content
Support planning and execution of ceremonial events such as keel layings, christenings, and commissioning activities
Track action items and milestones associated with program events and develop status updates and POA&M tracking materials
Maintain administrative records and assist with monitoring compliance with documentation procedures and reporting requirements
Job Requirements:
Bachelor's degree from an accredited institution (or four additional years of relevant experience in lieu of degree)
Minimum of four (4) years of experience providing documentation or administrative support in an office or program environment
Experience preparing correspondence, reports, briefings, and presentation materials using Microsoft Office applications
Experience maintaining trackers, calendars, records, or document control logs supporting organizational operations
Ability to research, collect, organize, and consolidate information for reporting and decision-support purposes
Strong written and verbal communication skills
Ability to obtain and maintain a DoD SECRET security clearance
U.S. CITIZENSHIP REQUIRED
Preferred Qualifications:
Experience supporting U.S. Coast Guard or Department of Homeland Security programs
Familiarity with acquisition program documentation such as MSAM plans, memoranda, and agreement packages
Experience coordinating executive correspondence or senior leadership schedules
Experience supporting ceremonies, official events, or public-facing program activities
Experience supporting rapid-turnaround data calls within a federal program office environment
Primary location: Mobile, AL
Travel: Up to 10% travel is anticipated.
Benefits:
BCBS Medical and Dental Insurance
VSP Vision
Health Savings Account (HSA) Compatible Health Plan
Flexible spending Account (FSA) and Dependent Care Reimbursement
Company-paid Life Insurance
Company-paid Short and Long Term Disability Insurance
Voluntary Term Life Insurance
Matching 401(k) Plan
Flexible PTO
Paid Maternity and Paternity Leave
Federal Holidays
Company Match on Employee Non-Profit Donations
Professional Development
Background Check Requirement: As our team members work on government sites, all potential candidates are subject to a background screening that fully complies with the Fair Credit Reporting Act.
This position is contingent on contract award.