Documentation & Administrative Specialist

About Us:

Be part of a team that delivers technical excellence with integrity. Cortina Solutions is a government contractor providing high-quality professional and technical services in support of critical national missions.

Beyond our project work, Cortina is deeply committed to strengthening the communities where we live and operate. For approximately every three employees hired to support government programs, we also provide training and professional development opportunities to individuals from under-resourced communities to help them enter the professional workforce.

We are equally committed to supporting our employees through a collaborative environment, meaningful work, and opportunities for growth. Join a company that believes success includes making a lasting impact both inside and outside the workplace.

Job Description:

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: 

Cortina Solutions is committed to offering comprehensive and affordable benefits to employees and their families. 

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.