Administrative Assistant

4 weeks ago

Long Beach, United States SJS Executives LLC Full time
Job DescriptionJob Description


SJS Executives, LLC (SJS), also doing business as SJS Industrial, is seeking a meticulous, and detail-oriented Administrative Assistant who will work in Long Beach, California location providing various administrative duties for a local VA Hospital.

The Administrative Assistant will work with the Engineering Service, Projects & Construction Section. Under the responsibility of the Chief of Projects & Construction Management, the Administrative Assistant will perform administrative functions that may include human resources, administration, management, budgetary financial and program analysis, office support services, document control, procurement and logistics, contract management, and a variety of other related administrative matters in support of the Projects & Construction Management Section.


The pay range for this position is $20.00-$22.00/hour. There are also 11 paid federal holidays, 7 days of sick time accrual, medical, dental, vision, and 401k.


SJS is a Service-Disabled Veteran Owned Small Business (SDVOSB) with about 250 employees coast to coast; it specializes in professional services to support federal and military organizations.

Responsibilities will include:
  • Perform budget management duties for the Projects and Construction Section, including the maintenance of the budget spreadsheet and reviewing pay applications for multi-year contracts.
  • Conduct general administration for Projects and Construction Section, including gathering information for monthly KPIs.
  • Type a variety of documents from draft to final version using a personal computer such as: memorandum, reports, forms, spreadsheets and similar material and require proofreading for grammatical and spelling errors
  • Track all IDSRs that require purchasing team
  • Initiate communication with vendors to request quotes for product and will have designer review before submitting LEAF 2237. Some weekend work will be required to support and assist the East Coast Program Manager with callouts, handling scheduling.
  • Will be responsible for records management especially in relation to procurement. They will maintain and update all folders containing purchasing and contracting information (both digital and physical)
  • Track receipt of order (furniture receiving reports) for all items procured by interior design team, which can include credit card orders and solicitation packages. Must maintain appropriate procurement and voucher documentation for six (6) years and three (3) months, in compliance with VA Manual MP-4, Part X, Item No. 5-1c.
  • Generate & create solicitation (procurement) packages, as well as submit LEAF requests (2237s) for procurement of orders. They will check that all required documents are complete, named and dated correctly, so that the designer can submit the package to FORCE. After project award, they will coordinate with move coordinator and vendor for product delivery (to include designer if specific to a project activation).
  • Responsible for the development of the Project Management Plan & Team Charter for the Projects & Construction Management Section.
  • Responsible for completing Project Management related training as necessary.
  • Perform other duties as assigned.
Qualifications:
  • Preferred education of bachelor’s degree or higher.
  • Minimum 2-3 years of work experience in administrative environment. Project Management and Interior Design knowledge is beneficial, but not required.
  • Must possess computer skills: Microsoft Word, Excel, Outlook (email), Adobe Acrobat DC. Experience with Microsoft Teams is beneficial, but not required.
  • Must safeguard confidential information (both printed and electronic); Must comply with VA privacy act laws, federal regulations, VA statutes and police, and VHA policy.
  • Must have a clean record and be able to successfully pass a drug test and thorough background check that spans beyond 7 years for possible access onto military installations.

SJS Executives, LLC (SJS), also doing business as SJS Industrial, is an equal opportunity employer and does not discriminate based on race, color, ethnicity, religion, sex (including pregnancy status and/or gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other non-merit factors.

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