Documentation & Administrative Support Specialist

Zantech

Documentation & Administrative Support Specialist for Zantech providing comprehensive administrative and documentation support. Contributing to the Operations and Administrative Support Services project in a hybrid role.

Posted 5/23/2026full-timeMobile • Alabama • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Provide day-to-day administrative support including documentation capture, writing, task tracking, briefings, and meeting support
Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, and graphs
Record and deliver meeting notes and action items
Obtain and present information; prepare recurring and special reports
Provide input and editing to routine and non-routine reports
Research, assemble, and summarize material pertaining to OPC PRO office functions
Receive all incoming correspondence, determine priority and routing
Attach relevant background materials, establish suspense controls, and maintain logs on incoming correspondence
Review outgoing correspondence for supervisor signature
Ensure proper format, grammar, typographical accuracy, and compliance with current procedures and policies
Receive office visitors and telephone calls; screen calls and inquiries
Maintain calendars; arrange, modify, and/or refuse appointments
Accept or decline invitations to receptions, ceremonies, and meetings
Arrange conferences and meetings; maintain office records and file documents
Perform all necessary arrangements for official command travel using the USCG travel system
Maintain detailed itineraries and records of official travel
Coordinate travel and create detailed itineraries for Distinguished Visitors
Ensure all official protocol obligations are met
Maintain the Command Official Guest Register
Support the administration, collection, and submission of data calls
Maintain tracking for administrative items in review and approval processes
Apply COMDTINST M5216.4 communications standards
Research suitable communication tools and products
Create draft communication products including literature, trifolds, and handouts
Compile statistics and supporting analyses for decision-making
Perform periodic review of office procedures and workflow; make recommendations

Requirements

What you’ll need

Minimum four (4) years of experience in an office environment documentation support role
Proficiency in Microsoft Office suite including Word, PowerPoint, and Excel
General document processing and management
Ability to research, collect, develop, and consolidate data for use in preparation of reports
Knowledge of standard processing procedures, formats, and distribution requirements for correspondence, presentations, and reports
Must be able to obtain and maintain a Secret-level security clearance
Familiarity with USCG correspondence standards (COMDTINST M5216.4) preferred
Bachelor's degree
US Citizenship and the ability to obtain and maintain an active Secret or higher clearance, per contract requirements

Benefits

Comp & perks

Competitive compensation
Strong benefits
Vacation package
Fast-paced and exciting work environment

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

document processingdata collectionreport preparationadministrative supporttask trackingeditingcommunication product creationstatistical analysiscalendar managementtravel coordination

Soft Skills

organizational skillsattention to detailcommunication skillstime managementproblem-solvinginterpersonal skillsresearch skillsadaptabilitycollaborationdecision-making

Certifications

Bachelor's degreeSecret-level security clearance