Administrative Assistant

Administrative Assistant (Projects & Construction / Program Management)

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.

• 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.

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

• 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.

• 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.

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

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

• 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.

• 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!