Administrative Assistant

Terrestris Global Solutions • Long Beach, CA

5d • Onsite

About The Position

We are seeking an Administrative Assistant under the Temporary Professional Staffing Services contract with the Department of Veterans Affairs. This project will provide professional staffing services to the Medical and Engineering Department’s capabilities at the Long Beach Veterans Affairs Healthcare System (LBVAHCS). Positions will be assigned to specific sections within the department, including Capital Development, Projects & Construction, Business Management, and Maintenance & Operations, and report to the respective Section Supervisor in support of medical center tasks.
The position is on-site, 40 hours per week, 8 hours per day, based at LBVAHCS, located at 5901 E. 7th Street, Long Beach, CA 90822.
The temporary staff member serves as an Administrative Assistant who works with the Engineering Service, the Projects & Construction Section, the Planning, Major Projects and Activations, and Program Management. Under the responsibility of the Chief of Projects & Construction Management or the Chief of Planning, Major Projects and Activations and Program Management, the Administrative Assistant will perform administrative functions that may include human resources, administration, management, budgetary financial and program analysis, office support services, document control, procurement and logistics, contract management, and a variety of other related administrative matters in support of the Projects & Construction Management Section or Planning and Program Management Major Projects and Activations.

Requirements

• Authorization to permanently work in the United States without sponsorship.
• Minimum 2-3 years of work experience in an administrative environment.
• Associate’s Degree OR 4-6 years of related experience (in lieu of Associate’s Degree).
• Must possess computer skills: Microsoft Word, Excel, Outlook (email), Adobe Acrobat DC.
• Must safeguard confidential information (both printed and electronic).
• Must comply with VA privacy act laws, federal regulations, VA statutes and police, and VHA policy.
• Must be able to communicate effectively both in writing and verbally.

Nice To Haves

• Bachelor’s degree or higher.
• Project Management and Interior Design knowledge.
• Experience with Microsoft Teams is beneficial but not required.

Responsibilities

• Manage budgets, maintain spreadsheets, and review pay applications for multi-year contracts.
• Perform administrative support, including gathering data for monthly KPIs and reporting.
• Track IDSRs and coordinate procurement requests with purchasing teams.
• Communicate with vendors to obtain quotes and support procurement submissions.
• Maintain procurement records, documentation, and filing systems in compliance with VA requirements.
• Generate solicitation packages, submit LEAF requests, and coordinate delivery with vendors.
• Coordinate with stakeholders, support meetings, and document communications and meeting minutes.

Benefits

• We offer outstanding benefits including health, life, disability, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs.
• Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards.
• Full-time and part-time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs.
• Other offerings may be provided for employees not within this category.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees