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Administrative Assistant - Immediate Need
Borja Engineering & Construction
Long Beach, USA
Full Time, Contract
Entry · 2+ years experience
Onsite
USD 19-24 hourly / hour
Discovered 1 weeks ago
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Key Skills for This Role
Microsoft WordMicrosoft ExcelMicrosoft OutlookAdobe Acrobat DCMicrosoft TeamsGoogle Meets
Full Job Posting
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
- Paid time off
- 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.
- 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
- Microsoft Word
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