Administrative Assistant - Immediate Need

Borja Engineering & Construction • San Diego, CA

2d • Onsite

About The Position

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.

Requirements

• Minimum 2–3 years of administrative experience
• 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 in project management or interior design environments is beneficial but not required.
• Experience with Microsoft Teams / Google Meets 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 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.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance
• Paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed