Administrative Assistant

📍 Long Beach, CA

🕒 Temporary / Contract Position

We are seeking a highly organized and detail-oriented Administrative Assistant to support our Engineering Service teams, including Projects & Construction and Planning, Major Projects & Activations / Program Management in Long Beach, CA.

This role is ideal for someone who thrives in a fast-paced environment, enjoys coordinating across multiple departments, and has strong administrative, financial, and organizational skills. You will play a vital role in supporting project operations—from budgeting and procurement to records management and stakeholder coordination.

Administrative Support

• Provide administrative support to the Projects & Construction and Program Management teams
• Coordinate meetings, track action items, and prepare meeting minutes
• Gather information and assist with monthly KPI reporting

Budget & Financial Management

• Maintain budget spreadsheets and monitor project expenditures
• Review pay applications for multi-year contracts

Procurement & Vendor Coordination

• Track purchasing requests and IDSRs
• Request vendor quotes and assist with procurement submissions
• Prepare solicitation packages and LEAF 2237 requests
• Coordinate delivery schedules with vendors and project stakeholders

Records & Document Management

• Maintain digital and physical procurement and contract files
• Ensure all documentation is accurate, complete, and compliant with federal retention standards
• Track furniture receiving reports and maintain procurement vouchers

Project Coordination

• Assist with development of Project Management Plans and Team Charters
• Support project management training initiatives as needed

Stakeholder Communication

• Coordinate with departments such as Contracting, Logistics, IT, Engineering, and external vendors
• Support project teams through phone, email, and in-person coordination

Required:

• 2–3 years of experience in an administrative support role
• Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat DC
• Strong written and verbal communication skills
• Exceptional organization and multitasking abilities
• Ability to manage confidential information with discretion

Preferred:

• Bachelor’s degree
• Experience supporting project management, engineering, construction, or interior design teams
• Familiarity with Microsoft Teams

• Support impactful engineering and construction projects
• Work with collaborative multidisciplinary teams
• Gain experience in project administration, procurement, and program coordination
• Opportunity to contribute to mission-driven operations

If you are a proactive administrative professional with strong organizational skills and a passion for supporting project teams, we encourage you to apply.

👉 Apply now to join our team in Long Beach, CA!