Documentation & Administrative SpecialistCortina 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 operationsPrepare presentations, correspondence, spreadsheets, briefings, and reports using Government-provided templates and formatsCapture meeting notes, action items, and task updates and distribute information to stakeholders as requiredMaintain logs, trackers, and suspense controls for incoming and outgoing correspondence and documentation packagesSupport preparation and coordination of recurring and special reports for program leadershipTrack administrative documentation through concurrent clearance and sequential approval processesMaintain calendars, coordinate meetings, arrange conferences, and support office scheduling activitiesCoordinate official travel arrangements using U.S.
Coast Guard travel systems and maintain associated documentationSupport coordination of data calls requiring rapid response timelinesAssist with development and maintenance of communication products including handouts, briefing materials, and informational contentSupport planning and execution of ceremonial events such as keel layings, christenings, and commissioning activitiesTrack action items and milestones associated with program events and develop status updates and POA&M tracking materialsMaintain administrative records and assist with monitoring compliance with documentation procedures and reporting requirementsJob 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 environmentExperience preparing correspondence, reports, briefings, and presentation materials using Microsoft Office applicationsExperience maintaining trackers, calendars, records, or document control logs supporting organizational operationsAbility to research, collect, organize, and consolidate information for reporting and decision-support purposesStrong written and verbal communication skillsActive DoD SECRET security clearance required.Preferred Qualifications:Experience supporting U.S. Coast Guard or Department of Homeland Security programsFamiliarity with acquisition program documentation such as MSAM plans, memoranda, and agreement packagesExperience coordinating executive correspondence or senior leadership schedulesExperience supporting ceremonies, official events, or public-facing program activitiesExperience supporting rapid-turnaround data calls within a federal program office environmentPrimary location: Mobile, ALTravel: Up to 10% travel is anticipated.Benefits:BCBS Medical and Dental InsuranceVSP VisionHealth Savings Account (HSA) Compatible Health PlanFlexible spending Account (FSA) and Dependent Care ReimbursementCompany-paid Life InsuranceCompany-paid Short and Long Term Disability InsuranceVoluntary Term Life InsuranceMatching 401(k) PlanFlexible PTOPaid Maternity and Paternity LeaveFederal HolidaysCompany Match on Employee Non-Profit DonationsProfessional DevelopmentBackground 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.