Administrative Assistant

Administrative Assistant

Grant-Mill Healthcare Solutions is seeking an Administrative Assistant to support the VA Long Beach Healthcare System (LBVAHCS) Engineering Service. You'll work within the Projects & Construction Section or Planning, Major Projects and Activations section, performing budget management, records management, procurement coordination, and administrative support for a major VA construction program.

What You'll Do:

• Perform budget management for the section including maintenance of budget spreadsheets and reviewing pay applications for multi-year contracts
• Conduct general administration including gathering information for monthly KPIs
• Track all IDSRs that require the purchasing team
• Initiate communication with vendors to request quotes; coordinate with designers before submitting LEAF 2237 requests
• Maintain and update all folders containing purchasing and contracting information — both digital and physical
• Track receipt of orders (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 6 years and 3 months per VA Manual MP-4 compliance
• Generate and create solicitation (procurement) packages; submit LEAF requests (2237s) for procurement orders
• Check all required documents are complete, named, and dated correctly for FORCE submission
• After project award, coordinate with move coordinator and vendor for product delivery
• Develop Project Management Plans and Team Charters for the section
• Support email and phone coordination; attend meetings, take notes, and provide meeting minutes reports

Requirements:

• All Candidates Must Have Associate's Degree in Business Administration, Office Management, or related field -OR- 4–6 years of related administrative experience
• Minimum 2–3 years of work experience in an administrative environment
• Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat DC (required)
• Must safeguard confidential information (printed and electronic) and comply with VA privacy laws and federal regulations
• Ability to communicate effectively both in writing and verbally
• Ability to pass a federal background investigation (NACI level) and drug screening
• Negative TB screening within 90 days of assignment; annual flu vaccination or approved exemption
• Project Management knowledge
• Interior Design procurement knowledge
• Prior VA or federal government administrative experience

Benefits:

Our commitment to continuity and stability extends to our team. We offer a range of benefits tailored to support a sustainable, rewarding, and healthy professional life: Medical Dental Vision Paid Time Off Paid Holidays Retirement