Administrative Assistant at EEC Solutions – Long Beach, California

EEC Solutions is looking for an Administrative Assistant for a possible upcoming contract at VA Long Beach Healthcare System, Long Beach, CA.

Note: We are seeking resumes for a proposal opportunity. This position is contingent upon contract award. Candidates currently living in a HubZone designated area are encouraged to apply. Only the candidates who meet the minimum qualifications will be considered.

Position Description:

The Administrative Assistant provides administrative support to the Engineering Service Projects & Construction Section or Planning, Major Projects and Activations Section at VALBHS. Responsibilities encompass budget management, records management, procurement package generation, LEAF/2237 submissions, procurement tracking, vendor coordination, and development of project management plans and charters.

Essential Duties and Responsibilities:

• Perform budget management duties including maintenance of budget spreadsheet and review of pay applications for multi-year contracts.
• Track all IDSRs requiring purchasing team involvement; initiate communication with vendors to request quotes.
• Maintain and update all procurement and contracting folders (both digital and physical); safeguard confidential information per VA privacy laws and VHA policy.
• Track receipt of order (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, Part X, Item No. 5-1c.
• Generate and create solicitation (procurement) packages; submit LEAF requests (2237s); verify all required documents are complete, named, and dated correctly for submission to FORCE.
• Coordinate with move coordinator and vendor for product delivery after project award, including designer coordination for project activations.
• Develop Project Management Plan and Team Charter for the assigned section.
• Complete Project Management related training as required; perform other related duties as assigned.
• Coordinate via email and phone with Contracting, Logistics, EMS, OI&T, Material Management, external vendors, and Engineering; take meeting notes and provide meeting minute reports.

Minimum Qualifications:

- Associate's Degree minimum (SP9 standard); Bachelor's Degree preferred.
- 4–6 years of related experience in an administrative environment (SP9 standard); 2–3 years minimum experience required.
- Candidates must provide resume and degree/transcript per SP9.
- Candidates must demonstrate administrative experience and proficiency with Microsoft Office Suite and Adobe Acrobat DC.

Preferred Qualifications:

- Project Management and Interior Design knowledge beneficial.
- Microsoft Word, Excel, Outlook, and Adobe Acrobat DC required. Microsoft Teams beneficial.
- Must have experience safeguarding confidential information and complying with VA privacy and federal regulations.