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Administrative Assistant

4 weeks ago

San Diego, United States Compunnel Inc. Full time

We are seeking a detail-oriented and highly organized Document Control Specialist to join our team. The ideal candidate will manage various document control processes, assist with proposal preparation, and provide administrative support to our shipyard operations.


Title: Administrative Assistant (Document Control Specialist)

Location: San Diego, CA

Duration: 06 months Contract(with Further possible extension)

Key Responsibilities:

  • RFP Management: Receive and break down RFPs by work item, rename, export control each work item, and add the availability to IFS.
  • Reference Handling: Attach references to each work item, order missing references and second-tier references, and manage reference files.
  • Document Processing: Move availability from preliminary to approved upon award, create zero folders for QA, and use the parsing tool to parse and quality check each work item.
  • Meeting Participation: Attend Converge meetings and test updated tools.
  • Front Counter Service: Assist walk-ins (trades and subcontractors), process requests for tech manuals, drawings, scanning, lamination, and copies.
  • Inventory Management: Order and maintain inventory of office supplies, plotter paper, toner, departmental forms, copy machine paper, and coffee supplies.
  • Shipping & Receiving: Create labels and schedule pick-ups for FedEx, pick up packages from the front gate, and handle daily mail distribution.
  • Proposal Reproduction: Assist in reproducing proposals for government bidding.
  • Equipment Maintenance: Create service calls for Xerox printers, order and maintain supplies for Xerox copiers, and troubleshoot equipment as needed.

Skills Required:

  • Strong communication skills and work ethic
  • Ability to work well with others and under pressure
  • Attention to detail with strong attendance and punctuality
  • Proficiency in MS Office tools
  • Multitasking and workload prioritization skills
  • Excellent customer service skills
  • Ability to obtain a DBIDS credential for US Navy Installation (Navy Base) access
  • Troubleshooting skills for Xerox machines, IFS, and SRDAP systems

Skills Preferred:

  • Basic office skills
  • Typing speed of at least 55-60 WPM
  • Strong data entry skills

Experience Required:

  • Administrative responsibilities equivalent to the described duties

Experience Preferred:

  • Waterfront and ship repair experience
  • Customer service experience serving both internal and external customers

Education Required:

  • High School graduate with some college education


Thank you