Admin Assistant/ Assistant Facility Security Officer

Unleash the Power of Multi-Mission Excellence: Safeguarding the Seas for the World's Navies.
Step into a world where cutting-edge technology meets unparalleled expertise. Ultra Maritime pioneers delivering multi-mission solutions that protect and empower the naval forces worldwide. With our extensive portfolio of capabilities, our innovations are utilised on naval fleets across our allied navies around the globe.
As the maritime and underwater battlespace evolves, we tirelessly push the boundaries to develop advanced specialist systems that provide our 'five-eyes' Defence customers with an unbeatable warfighting edge. From surface vessels to sub-surface operations and unmanned platforms, we are revolutionizing the way naval missions are executed.
We thrive on collaboration and partnering with our customers to ensure mission success. Our expert solutions encompass an array of game-changing technologies, including state-of-the-art sonar, radar, expendables, signature management, and naval power systems.
Join us in shaping the future of naval warfare and together, we will safeguard the seas and empower navies worldwide!
As the Admin support and AFSO, you will be the face and support for our Wake Forest, NC office. This position includes responsibility for front desk, special events support, facilities and security. An individual at this level will be detail oriented, and customer service focused with an emphasis providing best in class support. This role will be a key collaborator cross functionally to ensure a positive and safe working environment.
Nationality Requirements
Candidates must be eligible to obtain the relevant security clearance required for the role, due to the nature of the programmes we deliver for our customers.
Job Description
Front Desk

• Greet visitors and ensure that all are signed in/out, visitors are properly badged and escorted, and that all badges are accounted for each day.
• Direct phone calls to individual team members as needed.
• Send and receive mail. This will include shipping and receiving of packages. Record keeping of shipments will be required.
• Reserve conference rooms for meetings.
• Assist with the preparation of customer meetings, appointments, and interviews.

Facilities

• Maintain proper office, print room/office supplies, and kitchen/pantry supplies, ordering and stocking items as needed while ensuring that expenditure targets are not exceeded.
• Track costs of kitchen and of office supplies purchased.
• Track facilities maintenance requests from receipt to resolution, including coordination with property management.
• Capture photos of all newly hired staff and ensure that all are assigned a workspace and have an initial complement of office supplies.
• Administration
• Provide administrative support in invoice processing.
• Provide support in travel and expenses as needed.

Special Events Planning

• Assist with the execution and planning of employee events.
• Organize business meals and other needs for large meetings.

Office Safety

• Ensures that all safety signs are put up and ensures they are up to date.
• Conducts monthly safety inspections. Attends monthly safety committee meetings.
• Ensures yearly inspections are completed for fire extinguishers and AEDS.

Assistant Facility Security Officer

• Support the FSO and serve as the secondary POC for security matters with DCSA.
• As needed, provide initial Security Overview during new hire orientation, and participate in Annual Security Refresher training.
• Manage visitors' sign-in process and escort them as needed.
• Works with the FSO to investigate and report security violations with program managers, employees, and management to develop appropriate corrective actions.
• Assist with required annual self-inspections of the security program, resolving possible security violations, and initiating measures to correct security deficiencies.
• Maintain Security knowledge and remain current through CDSE and STEPP training, security meetings, and security-related memberships.
• Understand and provide guidance related to NISPOM to employees regarding the security operation processes and procedures.
• Work closely with the security team at all NS2 locations.

Diverse & Inclusive Employer
Ultra Maritime is an equal opportunities employer that values diversity, inclusion, equity and equality. Underpinned by our values, behaviours, and policies, we want you to feel empowered to be your best and authentic self.
We promote a workplace that welcomes people from all backgrounds and cultures; believing that this will increase our diversity of thinking, and ultimately ensure we continue delivering on our commitments to our customers.
We do not discriminate based on race, religion, colour, national origin, gender identity, sexual orientation, age, marital status, veteran status, or disability status and welcome applications from all candidates.
We offer competitive benefits including medical, dental, vision, 401k match, paid time off and family leave, and much more!
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, and for inquiring about, discussing or disclosing compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
Reasonable accommodation statement: if you need an accommodation for any part of the application process, please email careers@ultra-us-gbs.com