Administrative Assistant

City Mobile Group; Los Angeles (CA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Gain experience in project administration, procurement, and program coordination

Support impactful engineering and construction projects

Work with collaborative multidisciplinary teams

Job summary

City Mobile Group is seeking an Administrative Assistant in Long Beach, CA, to support Projects & Construction and Program Management. Responsibilities include coordinating meetings, maintaining budgets, and supporting procurement. Ideal candidates have 2-3 years of administrative experience with proficiency in Microsoft applications. Join us to work on impactful engineering and construction projects in a collaborative environment, contributing to mission-driven operations.

Qualifications

• 2–3 years of experience in an administrative support role.
• Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat DC.
• Strong written and verbal communication skills.
• Exceptional organization and multitasking abilities.
• Ability to manage confidential information with discretion.

Responsibilities

• Provide administrative support to the Projects & Construction and Program Management teams.
• Coordinate meetings, track action items, and prepare meeting minutes.
• Maintain budget spreadsheets and monitor project expenditures.
• Request vendor quotes and assist with procurement submissions.
• Maintain digital and physical procurement and contract files.

Job description

Administrative Assistant (Projects & Construction / Program Management)

Long Beach, CA

Temporary / Contract Position

About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to support our Engineering Service teams, including Projects & Construction and Planning, Major Projects & Activations / Program Management in Long Beach, CA.

This role is ideal for someone who thrives in a fast-paced environment, enjoys coordinating across multiple departments, and has strong administrative, financial, and organizational skills. You will play a vital role in supporting project operations—from budgeting and procurement to records management and stakeholder coordination.

Key Responsibilities

Administrative Support

• Provide administrative support to the Projects & Construction and Program Management teams.
• Coordinate meetings, track action items, and prepare meeting minutes.
• Gather information and assist with monthly KPI reporting.

Budget & Financial Management

• Maintain budget spreadsheets and monitor project expenditures.
• Review pay applications for multi-year contracts.

Procurement & Vendor Coordination

• Track purchasing requests and IDSRs.
• Request vendor quotes and assist with procurement submissions.
• Prepare solicitation packages and LEAF 2237 requests.
• Coordinate delivery schedules with vendors and project stakeholders.

Records & Document Management

• Maintain digital and physical procurement and contract files.
• Ensure all documentation is accurate, complete, and compliant with federal retention standards.
• Track furniture receiving reports and maintain procurement vouchers.

Project Coordination

• Assist with development of Project Management Plans and Team Charters.
• Support project management training initiatives as needed.

Stakeholder Communication

• Coordinate with departments such as Contracting, Logistics, IT, Engineering, and external vendors.
• Support project teams through phone, email, and in-person coordination.

Qualifications

Required

• 2–3 years of experience in an administrative support role.
• Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat DC.
• Strong written and verbal communication skills.
• Exceptional organization and multitasking abilities.
• Ability to manage confidential information with discretion.

Preferred

• Bachelor’s degree.
• Experience supporting project management, engineering, construction, or interior design teams.
• Familiarity with Microsoft Teams.

Why Join Us?

• Support impactful engineering and construction projects.
• Work with collaborative multidisciplinary teams.
• Gain experience in project administration, procurement, and program coordination.
• Opportunity to contribute to mission-driven operations.

Apply Today

If you are a proactive administrative professional with strong organizational skills and a passion for supporting project teams, we encourage you to apply.

Apply now to join our team in Long Beach, CA!