Overview
ADMINISTRATIVE ASSISTANT Jobs in Long Beach, CA at Intellibee Inc
Title: ADMINISTRATIVE ASSISTANT
Company: Intellibee Inc
Location: Long Beach, CA
ADMINISTRATIVE ASSISTANT, Long Beach, CA, US
ADMINISTRATIVE ASSISTANT
PURPOSE: The temporary staff serve as an Administrative Assistant who works with the Engineering Service, Projects & Construction Section or 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..
Duties And Responsibilities
The Administrative Assistant will perform budget management duties for the Projects and Construction Section or Planning and Program Management Major Projects and Activations Section, including the maintenance of the budget spreadsheet and reviewing pay applications for multi-year contracts.
The Administrative Assistant will conduct general administration for Projects and Construction Section, or Major Projects and Activations Planning and Program Management Section, including gathering information for monthly KPIs.
The Administrative Assistant will track all IDSRs that require purchasing team.
The Administrative Assistant will initiate communication with vendors to request quotes for product and will have designer review before submitting LEAF 2237.
The Administrative Assistant will be responsible for records management, especially in relation to procurement. They will maintain and update all folders containing purchasing and contracting information (both digital and physical)
The Administrative Assistant will track receipt of order (furniture receiving reports) for all items procured by interior design team, which can include credit card orders and solicitation packages. Must maintain appropriate 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.
The Administrative Assistant will generate & create solicitation (procurement) packages, as well as submit LEAF requests (2237s) for procurement of orders. They will check that all required documents are complete, named and dated correctly, so that the designer can submit the package to FORCE. After project award, they will coordinate with move coordinator and vendor for product delivery (to include designer if specific to a project activation).
The Administrative Assistant will be responsible for the development of the Project Management Plan & Team Charter for the Projects & Construction Management Section or Major Projects and Activations Planning and Program Management Section.
The Administrative Assistant will be responsible for completing Project Management related training as necessary. Performs other related duties as assigned.
COMMUNICATION: Routinely coordinates activities with such services (Stakeholders) as Contracting, Logistics, Environmental Management Service (EMS), Office of Information Technology (OI&T), Material Management, end users, external vendors and Engineering to provide documentation information. The Contracted Administrative Assistant is responsible for supporting the Projects and Construction Section or Major Projects and Activations Planning and Program Management Section through email & phone coordination, as well as attending meetings in person. This may include taking notes and providing a report of meeting minutes, when necessary.
Qualifications And Experience
- Preferred education of bachelor’s degree or higher.
- Minimum 2-3 years of work experience in administrative environment. Project Management and Interior Design knowledge is beneficial but not required.
- Must possess computer skills: Microsoft Word, Excel, Outlook (email), Adobe Acrobat DC. Experience with Microsoft Teams is beneficial but not required.
- 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.
