At INDUS, we believe in the value of the INDUS team. Together we deliver exceptional customer service, foster a growth and support-centered work environment, and focus on how we can give back to the communities that we serve. Empowering our employees starts on day one and creates an environment full of innovation and promise. By offering mentorship and robust Training and Development opportunities, INDUS continues its pursuit to be the Employer of Choice.

Reporting to the Director of Security and Administration, the Administrative Assistant provides daily administrative support to facilitate efficient and effective communication with other internal departments and office locations. This position also provides Defense Travel System (DTS) auditing support to a Navy client. This position is located in Panama City Beach, FL.

Provide telephone and receptionist services such as filing, incoming and outgoing mail, and other general office tasks.
Identify need for office supplies, repairs on office equipment, and printing services.
Assist with new hire onboarding, I-9 verification, and People & Culture administration.
Attend office meetings to become cognizant of office requirements, functions, and events.
Support the maintenance of existing databases by researching and collecting data, and entering, maintaining, and updating the data in various spreadsheets or databases.
Organize and schedule office conferences.
Generate reports, transcribe minutes from meetings, create presentations, and conduct research as requested by CEO.
Write and distribute emails, correspondence memos, letters, and press release drafts.
Assist with travel arrangements and approvals, such as booking flights, cars, and making hotel reservations via CONCUR.
Submit and reconcile expense reports on behalf of CEO.
Coordinate company Quarterly Newsletter
Coordinate and maintain records for local office, telephones, IT equipment needs.
Check and ensure that facilities are clean.
Assist with business development pipeline books, industry partner rolodex, setting up calls, etc.
Assist with company Social Media content/presence.
Assist with ordering of Logo Items, Awards, Plaques, etc.
Greet all new hires and help prepare their workstations in advance of arrivals.
Reconcile Facility related purchases and credit card charges, ensuring charges are expensed to the appropriate cost center and receipts are stored electronically.
Process business cards, access badge requests, and maintain accurate records.
Support the facility management team with on-going facility and team related responsibilities.
Assist with Safety/OSHA requirements.
Support CEO and all other indirect departments as needed.
Bid and proposal support if requested.
Other duties as assigned.

Required Qualifications

An active secret clearance is required to be considered for this position.
At least three (3) years of administrative work experience to include facility/office coordination, corporate newsletter support, and event planning.
HS Diploma required.
Familiarity of Defense Contracting Industry
Demonstrated experience working with Defense Travel System (DTS).
Knowledge of office management systems and procedures.
Working knowledge of standard office equipment.
Proficiency in MS Office (MS Excel and MS PowerPoint)
Excellent time management skills and the ability to prioritize tasks.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to multi-task.
Travel 10% travel required.
Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Desired Qualifications

Associate's Degree in related field highly desired.

INDUS is proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, ancestry, physical or mental disability, medical condition, marital status, genetics, age, or veteran status or any other applicable legally protected status or characteristic.

The Naval Undersea Warfare Center Keyport Division (NUWCDIVKPT) Detachment Pacific (Code 04/TDC) functions as NUWC’s forward presence in the Middle Pacific, Guam, and Western Pacific (WESTPAC) providing Detachment/Site Management in accordance with the Commanding Officer's (CO) letter of delegated authority to provide for program management, planning, policy, and execution of assigned programs and facility operations at the Detachment; monitor Safety and Occupational Health (SOH), physical and information security, personnel administration, including Equal Employment Opportunity (EEO) and professional development and morale, environmental compliance, appropriate interaction with all levels of Government and public affairs functions, site and area coordination for emergency preparedness, facilities management and space utilization, site material readiness, proper use of Government equipment and proper expenditure of funds, and adherence to good management practices and controls; manage the Detachment/On-Site Office (OSO); perform Navy programs duties under authority; manage military personnel allowance in accordance with Navy regulations, including Article 15 authority (non-judicial punishment); and serve as the Command's representative to the local installation CO or facility host in negotiating for utilities, security services, and facility maintenance. Divisions supported within this task are Hawaii Fleet Test and Operational Assessment Division (Code 24), Pearl Harbor Torpedo Division (Code 34), and Fleet Technical Support Division (Code 45).

Reporting to the Program Manager, the Secretary I provides general administrative and program financial management support to programs on the Hawaii Detachments Support Services contract. The ideal candidate has experience preparing and maintaining program documentation, defense messaging, travel, monitoring telephones, visitor control, reporting, and other general administrative tasks. We are also seeking candidates with experience in tracking financials, timekeeping, and document control. This position is located in Honolulu, HI.

Prepare general correspondence, memos, and letters, routing sheets, technical papers, manuals and publications, instructions, and reports in accordance with established security and administrative instructions and directives.
Copy, scan, reduce, fax, bind, route, file, distribute, archive, shred, and dispose of documents in accordance with security requirements.
Prepare outgoing CLASSIFIED and UNCLASSIFIED material for mailing in accordance with security regulations and procedures.
Maintain a classified mail log and perform follow-up on mail receipt confirmation and send tracer notices to intended mail recipients to confirm receipt of classified items.
Perform distribution, filing, reproduction, scanning or archiving documents to complete distribution.
Maintain an auditable documentation control system in accordance with established instructions, manuals, and procedures.
Format draft messages, edit, correct, and notify originator and approver message is ready for release. Assure authorized approver has signed the message for release and process through the Government Defense Messaging System.
Perform visitor control by monitoring visit requests, validate security clearances, notifying the Government point of contact of impending visitor, issuing/collecting badges and providing location maps and directions. Notify host of arrival and escort visitor to host’s desk or internal building as needed and maintain the visitor log.
Prepare Visitor Base Access requests utilizing existing procedures, obtain authorization signature from Government sponsor, and forward to Base Pass and Identification Office.
Prepare and post parking stall assignments and welcome signs for visitors.
Prepare visit requests for Government personnel traveling to external Government commands or Contractor facilities. Requests shall be processed via the existing Government system. Maintain a file for all outgoing visit clearances.
Answer incoming general telephone calls, forward call to intended receiver or take a message, if necessary. Deliver written phone messages intended receiver, or acting designee, with the appropriate urgency.
Receive and post current Official Bulletin Board information.
Monitor/maintain office supplies inventory, identify items requiring replenishment prior to depletion to the Government lead, perform market research for procurement and stock when material is received.
Assist Government travelers with creation of travel orders in the Defense Travel System (DTS) for authorizations and vouchers. Prepare travel order amendments, retrieve orders, and interface with travel offices for changes in orders. Notify the Government traveler when documents are ready for review and signature.
Bid and proposal support if requested.
Other duties as assigned.

Required Qualifications

An active secret clearance is required to be considered for this position.
HS Diploma required.
At least three (3) years of experience providing secretarial support or in another relevant administrative area.
Must possess strong customer service experience.
Office management/basic computer skills.
Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Desired Qualifications

Five (5) years of experience in business, Government, or military experience in administrative/office operations is desired.
Two (2) years total experience in naval messaging, correspondence, Joint Personnel Adjudication System (JPAS), and documentation is desired.
Associate's degree desired in a field related to business operations is desired.

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