Administrative Assistant

Benefits:

401(k)

401(k) matching

Dental insurance

Health insurance

Vision insurance

Paid time off

Job Posting: Administrative Assistant

Location: Long Beach, CA Schedule: Full‑time, On‑site

Position Summary

The Administrative Assistant provides administrative, procurement, budgetary, and documentation support to the Maintenance Service’s Projects & Construction. Under the direction of the appropriate Manager, the Administrative Assistant performs a wide range of administrative functions including budget tracking, document control, procurement coordination, contract support, logistics, and stakeholder communication. This role supports Maintenance team to ensure accurate documentation and smooth project execution.

Essential Duties & Responsibilities

Maintain and update budget spreadsheets; review pay applications for multi‑year contracts.

Gather and compile information for monthly KPIs and administrative reporting.

Track all requiring Purchasing involvement.

Communicate with vendors to request quotes; coordinate with maintenance teams to fulfill service requests.

Manage records related to procurement, including maintaining digital and physical folders for purchasing and contracting documentation.

Track receipt of orders (furniture receiving reports) for all items procured by the maintenance team, including credit card orders and solicitation packages.

Maintain procurement and voucher documentation

Generate and assemble procurement packages; ensure all required documents are complete, properly named, and dated.

After project award, coordinate with move coordinators and vendors regarding product delivery and project activation needs.

Assist in developing the Maintenance Management Plan.

Attend meetings, take notes, and prepare meeting minutes when needed.

Maintaining all work order logs, preventative maintenance schedules and status boards

Reconciling supply usage and coordinates requisition of standard maintenance materials (paint, bolts, screws, etc)

Preparing daily/weekly reports on maintenance backlog, work order completion and staffing coverage as well as daily status boards showing ongoing, pending and completed work

Coordinating with warehouse operations and supply clerks to minimize work delays

Providing clerical and record-keeping support to ensure full documentation for audits and inspections

Submits reports and records using CAC and DLA email credentials

Perform additional administrative duties as assigned.

Minimum Qualifications

Minimum 2–3 years of administrative experience; experience in project management or interior design environments is beneficial but not required.

Proficiency in:

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe Acrobat DC

Experience with Microsoft Teams / Google Meets is beneficial but not required.

Ability to safeguard confidential information in compliance with VA privacy laws, federal regulations, and VHA policy.

Strong written and verbal communication skills.

Physical & Work Environment Requirements

Ability to work in an office environment and occasionally visit project areas.

Ability to sit, stand, and use office equipment for extended periods.

May require lifting or moving light office materials or project documentation.

Employment Conditions

This is a temporary contract position and does not imply permanent employment.

Employment is at‑will, consistent with California law.

Candidates may be required to pass background checks or security screenings for federal facility access.

Equal Employment Opportunity

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, disability, protected veteran status, age, or any other characteristic protected by federal, state, or local law.

Reasonable Accommodation Statement

Applicants requiring reasonable accommodation during the application or hiring process may request assistance at any time. We comply fully with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

If you want, I can also create:

A shorter Indeed/LinkedIn version

A federal‑style posting

A combined posting for multiple roles

A version with interview questions or a candidate evaluation rubric