Administrative Assistant

Akiva Ai•Long Beach, CA

15h•$47,500 - $65,000•Onsite

About The Position

AKIVA is an AI-native engineering firm specializing in enterprise services, domain-specific solutions, and high-performance infrastructure from strategy through deployment. We build innovative systems that drive measurable results for commercial enterprises and government agencies. AKIVA is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB). AKIVA is seeking an Administrative Assistant to support the VA Long Beach Healthcare System Engineering Service, Projects & Construction Section or Planning, Major Projects and Activations, and Program Management. Under the direction of the Chief of Projects & Construction Management or the Chief of Planning, the Administrative Assistant performs administrative functions spanning HR, budgetary and program analysis, office support, document control, procurement, logistics, and contract management. AKIVA-provided AI-assisted documentation and records-management tools may be used to accelerate procurement packaging, record-keeping, and reporting.

Requirements

Minimum 2 to 3 years of work experience in an administrative environment
Computer skills: Microsoft Word, Excel, Outlook, and Adobe Acrobat DC
Ability to safeguard confidential information (printed and electronic); comply with VA privacy act laws, federal regulations, VA statutes and policy, and VHA policy
Effective written and verbal communication skills
Must be authorized to work in the United States

Nice To Haves

Bachelor's degree or higher
Project Management and Interior Design knowledge
Experience with Microsoft Teams
Familiarity with AI-assisted documentation, records, and reporting tools

Responsibilities

Perform budget management duties for the Projects and Construction or Major Projects and Activations Section, including maintenance of the budget spreadsheet and review of pay applications for multi-year contracts
Conduct general administration for the Section, including gathering information for monthly KPIs
Track all IDSRs that require the purchasing team
Initiate communication with vendors to request quotes for product, with designer review prior to submitting LEAF 2237
Manage records for all purchasing and contracting information (digital and physical)
Track receipt of order (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 create solicitation (procurement) packages and submit LEAF requests (2237s) for procurement; verify required documents are complete, correctly named and dated, and submit the package to FORCE; coordinate with the move coordinator and vendor for product delivery
Develop the Project Management Plan and Team Charter for the Projects & Construction Management Section or Major Projects and Activations Planning and Program Management Section
Complete Project Management-related training as required; perform other duties as assigned
Coordinate with Contracting, Logistics, EMS, OI&T, Material Management, external vendors, and Engineering via email, phone, and in-person meetings; take notes and provide meeting minutes when required