Administrative Assistant

San Diego, CA

Full Time

U.S Department of the Navy

Mid Level

ROLE
We are seeking an experienced Administrative Assistant to support the Naval Information Warfare Center Pacific (NIWC Pacific) in San Diego, CA. Your responsibilities will focus on delivering high-quality operational and administrative support to ensure the timely coordination of facility service requests, accurate work order processing, maintenance data entry, and daily collaboration with internal facilities personnel and government partners in a secure federal installation.

This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!

RESPONSIBILITIES
I. Facility Service Requests

Respond to customer inquiries and facility issues submitted by phone, email, or the NIWC Pacific HUB portal
Schedule and log facility trouble requests from internal personnel and external stakeholders
Create facility work orders based on incoming trouble requests
Assign work orders to the appropriate responder such as facility tradesmen, general maintenance personnel, handymen, or Naval Facilities Engineering Command (NAVFAC) staff
Track the status of active work orders and compile data for reporting and audit purposes
Document the closure of completed facility work orders and trouble calls in relevant systems

II. Data Systems Management

Access databases to retrieve and enter facility data including customer complaints and work orders
Maintain a detailed call log capturing issues related to facility maintenance and service requests
Enter facility service records into the MAXIMO Computerized Maintenance Management System (CMMS), the NIWC Pacific Jira ticketing platform, and other approved databases
Confirm the accuracy and completeness of entries in MAXIMO, Jira, and related tracking systems
Generate, edit, and print repair work orders and trouble tickets through MAXIMO and Jira platforms

III. Workplace Communication

Coordinate with Naval Information Warfare Center (NIWC) Pacific Facilities personnel to address ongoing maintenance issues and provide historical data
Draft and send official correspondence to the NAVFAC Project Work Induction Board (WIB) related to project planning or induction
File documentation and records in accordance with facility protocols
Answer incoming telephone calls related to maintenance or administrative needs

IV. Operations Reporting

Record and compile NAVFAC work order labor hours for tracking purposes
Compare reported NAVFAC labor hours with actual work performed to identify discrepancies
Support daily administrative operations for the Facilities Operations Maintenance Branch with accurate recordkeeping
Prepare and deliver routine metric reports covering trouble calls, work order volume, emergency maintenance requests, and NAVFAC workload trends

KNOWLEDGE & SKILLS

Knowledge of facility operations, maintenance coordination, or related administrative workflows
Knowledge of government systems and platforms (e.g., MAXIMO, Jira, or similar)
Skilled in Microsoft Office applications (e.g., Outlook, Word, Excel, and PowerPoint)
Ability to log, track, and manage service or maintenance requests across multiple systems
Ability to prioritize multiple tasks, manage competing deadlines, and adapt to shifting priorities
Ability to operate effectively within secure federal facilities and follow internal protocols
Strong customer service and communication skills
Attention to detail and accuracy in data entry, documentation, and task execution

BACKGROUND

Experience in administrative support, facility coordination, or operations assistance preferred
Experience working in or supporting a government, military, or secured facility environment preferred
Experience managing work orders, tracking service requests, or dispatching maintenance staff preferred
Experience using enterprise systems or databases for workflow and service tracking preferred

EDUCATION

Bachelor’s degree preferred

LOCATION

San Diego, CA 92152

TELEWORK

CLEARANCE

U.S. citizenship is required as it supports the U.S. federal government

CLIENT

U.S. Department of the Navy

TRAVEL

Travel is not required

WORK HOURS

40 hours
8 hours a day
5 days a week

EMPLOYMENT CLASSIFICATION

Employment Classification Eligibility — Nonexempt

RELOCATION

Not eligible for relocation benefits

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KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.

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