Administrative Project Assistant

Administrative Project Assistant

Job Summary

TOTE Services is seeking a qualified individual to serve as an Administrative Project Assistant supporting the Vessel Construction Management (VCM) Project Team. This role will assist the team in meeting its planning and management objectives by managing and controlling contract documents, supporting project communications, and providing administrative support to all team members.

TOTE Services is seeking a qualified individual to serve as an Administrative Project Assistant supporting the Vessel Construction Management (VCM) Project Team. This role will assist the team in meeting its planning and management objectives by managing and controlling contract documents, supporting project communications, and providing administrative support to all team members.

At TOTE Services, we value hard work, integrity, and an unwavering commitment to exceptional customer service. We invest in our people by providing access to a broad range of training and development programs, along with meaningful opportunities for career growth. While our teams support some of the nation’s most complex and demanding maritime projects, we are equally committed to fostering a healthy work-life balance, recognizing that the long-term success of our company depends on the well-being of our employees.

Essential Duties and Responsibilities

• Promote the TOTE Services safety culture and adhere to all safety guidelines. Make safety a priority in everything we do and seek opportunities for continuous improvement.
• Receive, organize, and streamline project communications to support required deliverable submissions for contract compliance.
• Schedule and facilitate regular meetings between key stakeholders. This may require the candidate to create meeting agendas, PowerPoint Presentations, and capture/distribute detailed meeting minutes and action items.
• Provide organizational and administrative support to the VCM Team in achieving program goals, which include reviewing, improving, and potentially developing internal processes to support VCM activities and other administrative functions.
• Assists in developing work products such as, status reports, meeting materials, schedules, trackers, and other program deliverables in support of contract requirements.
• Provide superior record keeping and documentation control to promote the retention and organization of program documents.
• Assist with coordinating of shipyard tours for visitors, subcontractors and U.S. Government officials.
• Undertake other relevant duties and projects as appropriate to support the Shipbuilding Program.

Experience

High school diploma or equivalent required. 3 to 5 years of administrative experience in an office environment preferred.

Qualification Requirements

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Must be eligible to possess DOD SECRET security clearance.

Knowledge, Skills, and Abilities

• Excellent organizational skills and attention to detail
• Proficiency in the Microsoft Office Suite Programs including SharePoint.
• Superior oral communication skills and exceptional written skills, with the ability to draft and edit a wide variety of materials for different stakeholders.
• Ability to effectively coordinate multiple projects in various stages of completion that may vary in nature and scope.
• Ability to organize, manage, and coordinate their administrative work within a shipyard project team environment.
• Ability to prepare and interpret schedules, charts, and management plans.
• Ability to establish and maintain effective working relationships with internal/external business partners.
• Ability to evaluate process effectiveness and develop changes or alternatives.
• Ability to assist preparation, monitor and administer budgets.
• Ability to multitask and occasionally work within critical time constraints
• Ability to work independently and under limited supervision

Work Environment

Works inside an office environment and occasionally required to transit outside in conditions of both high and low temperatures. May be exposed to odors, dust, dirt, mechanical hazards, high noise levels and potentially dangerous equipment. Must be able to crouch and stoop to get into areas with restricted headroom and be able to climb ladders. May require extended use of computer keyboard and viewing of computer monitor and ability to sit for long periods of time.