Administrative Assistant (Immediate Need)

Borja Engineering & Construction•Long Beach, CA

40d•Onsite

About The Position

The Administrative Assistant provides administrative, procurement, budgetary, and documentation support to the Engineering Service’s Projects & Construction Section or the Planning, Major Projects & Activations / Program Management Section. Under the direction of the appropriate Chief, 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 project teams, designers, vendors, and internal VA departments to ensure accurate documentation and smooth project execution.

Requirements

Bachelor’s degree preferred.
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
Ability to safeguard confidential information in compliance with VA privacy laws, federal regulations, and VHA policy.
Strong written and verbal communication skills.

Nice To Haves

Experience with Microsoft Teams is beneficial but not required.

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 IDSRs requiring Purchasing involvement.
Communicate with vendors to request quotes; coordinate designer review prior to submitting LEAF 2237 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 Interior Design team, including credit card orders and solicitation packages.
Maintain procurement and voucher documentation for six (6) years and three (3) months, in compliance with VA Manual MP‑4, Part X, Item No. 5‑1c.
Generate and assemble solicitation (procurement) packages; ensure all required documents are complete, properly named, and dated.
Submit LEAF requests (2237s) and support designers in preparing packages for FORCE submission.
After project award, coordinate with move coordinators and vendors regarding product delivery and project activation needs.
Assist in developing the Project Management Plan and Team Charter for the assigned section.
Complete required Project Management–related training.
Attend meetings, take notes, and prepare meeting minutes when needed.
Routinely coordinate with Contracting, Logistics, EMS, OI&T, Material Management, Engineering, end users, and external vendors.
Perform additional administrative duties as assigned.