Grant Mill Healthcare Solutions

Job Description
About This Role
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