Administrative Support Specialist

Talentify; San Diego (CA); On-site; USD 28,000 - 41,000; Full time

Job summary

Talentify is seeking an Administrative Support Specialist to provide comprehensive administrative and operational support to personnel, CIO, and senior managers in San Diego. The role covers logistics coordination, documentation management, inventory control, and project documentation to ensure compliant, productive operations.

The ideal candidate will manage multiple priorities, assist with IT and engineering teams, and maintain budgets and schedules while traveling as required for government

Qualifications

• Proficient with Microsoft Office Suite and documentation systems.
• Experience organizing technical data packages and lifecycle records.
• Ability to manage multiple administrative and logistics tasks.

Responsibilities

• Review and organize technical documentation and system design documents (TDPs).
• Support data entry, reporting, and management systems.
• Draft status reports and administrative summaries (lifecycle, obsolescence, CM).
• Maintain records and ensure contractual documentation compliance.
• Coordinate meetings and prepare materials.

Skills

Microsoft Office

Database management

Documentation systems

Organizational skills

Communication skills

Education

Bachelor’s degree in business administration, technical management, or related field

Job description

Job Title: Administrative Support Specialist

Position Summary:

The Administrative Support Specialist provides comprehensive administrative and operational support to personnel, ensuring efficient day-to-day operations and seamless coordination across all activities. This role supports logistics coordination, documentation management, inventory control, and general administrative functions to maintain an organized, compliant, and productive work environment. The Administrative Support Specialist shall assist the Chief Integration Officer (CIO), Senior Managers, and technical team members by managing administrative tasks related to operations, supply chain management, and project documentation. The ideal candidate is a self-starter capable of independently managing multiple priorities with minimal supervision to support mission execution and customer needs.

Key Responsibilities:

Administrative & Documentation Support:

• Review and organize technical documentation, specifications, and system design documents such as Technical Data Packages (TDPs)
• Support data entry, documentation management, and reporting in management systems and databases
• Draft status reports, white papers, and administrative summaries related to lifecycle, obsolescence, and configuration management
• Maintain accurate records and ensure compliance with contractual documentation requirements
• Develop and organize materials and coordinate meeting sessions

Inventory & Supply Chain Management:

• Receive, track, catalog, and organize supplies, equipment, and materials
• Conduct physical inventory counts and maintain accurate inventory records
• Monitor and document the lifecycle of equipment and supply components, including tracking obsolescence and material shortages (DMSMS)
• Coordinate procurement activities and maintain supply chain documentation

Operational Coordination:

• Coordinate logistics for visitors, demonstrations, meetings, and special events
• Schedule and support activities for all personnel to include administrative, travel, and logistics support
• Assist in planning and coordinating component-level tests, system tests, and laboratory evaluations
• Liaise with team members, engineers, and technicians to ensure operational needs are met

Technical Administrative Support:

• Maintain and operate various software applications for administrative management and documentation
• Support technical teams by organizing and tracking project-related administrative tasks
• Assist with configuration management and documentation of hardware and software systems
• Coordinate travel arrangements and logistics to meet government requirements
• Maintain budgets, tracking of projects and schedule

Professional Development & Collaboration:

• Obtain and maintain at least a Secret security clearance
• Accept guidance and direction from technical staff, senior leadership, and the CIO
• Build professional relationships and support organizational goals and future initiatives
• Execute occasional travel as required to support government contracts and operations

Qualifications & Requirements:

Education & Experience:

• Bachelor’s degree in business administration, Technical Management, or related field
• 5+ years of experience in administrative support within technical, scientific, or logistics environments

Technical Skills:

• Proficient with Microsoft Office Suite (Excel, PowerPoint, Word)
• Experience with database management and documentation systems
• Familiarity with management processes

Core Competencies:

• Exceptional organizational and multitasking abilities with strong attention to detail
• Excellent written and verbal communication skills
• Strong teamwork and interpersonal skills
• Ability to work independently and manage multiple priorities
• Comfortable working in remote or onsite locations
• Adaptable and able to learn technical concepts to support specialized operations

Hourly rate: $20.00 - $30.00 an hour to be determined by the education, experience, knowledge, skills and the abilities of the applicant internal equity, and alignment with market data.