Job Description

Job Title: Administrative Assistant I and II

Location: NIWC Pacific, San Diego, CA

Employment Type: Full-Time

Clearance Required: Ability to obtain a favorable background check

Position Overview:

We are seeking two reliable and detail-oriented Administrative Assistant s to support the daily operations of NIWC Pacific’s Facilities Division. These positions will play a vital role in ensuring the smooth intake, tracking, coordination, and resolution of facility-related service requests. Working closely with NAVFAC personnel, tradesmen, and internal stakeholders, the assistants will utilize enterprise databases and provide responsive customer service to ensure efficient facility management.

While both roles will support similar mission objectives, the Administrative Assistant I position is responsible for higher-level coordination and oversight, while Administrative Assistant II provides essential backup support and broader operational assistance.

Administrative Assistant I

Key Responsibilities:

• Manage a high volume of facilities-related calls and maintain a comprehensive call log.
• Access and update facility maintenance records in the MAXIMO database and NIWC Pacific’s JIRA application.
• Create, edit, and track work orders and trouble tickets; generate associated reports as needed.
• Coordinate closely with NAVFAC, tradesmen, general maintenance workers, and internal teams to route service requests appropriately.
• Review, compare, and report discrepancies in NAVFAC work order hours; generate metric reports on work order completion, backlog, and emergency response.
• Communicate with NAVFAC project boards, providing updates and correspondence related to project tracking and induction.
• Serve as a central point of contact for facilities administration, ensuring responsive and professional service to all stakeholders.

Qualifications:

• 2+ years of experience in administrative support, facilities coordination, or customer service.
• Proficiency with enterprise-level database systems (MAXIMO and/or JIRA preferred).
• Strong written and verbal communication skills.
• Ability to multi-task and prioritize in a fast-paced environment.
  

Administrative Assistant II

Key Responsibilities:

• Provide backup support for the facilities help desk, including logging and closing trouble tickets.
• Assist in entering and maintaining records in MAXIMO and JIRA systems.
• Help coordinate with NIWC Pacific Facilities staff to track maintenance issues and follow-up actions.
• Support general operations programs such as Transportation, Recycling, Solid Waste, and Generator Program tracking.
• Schedule and manage the pickup and replacement of metal and waste bins; maintain related records and assist with billing documentation.
• Assist in dispatching appropriate facilities personnel for service calls.

Qualifications:

• 1+ years of experience in clerical, administrative, or operations support roles.
• Familiarity with data entry and work order tracking systems.
• Strong organizational skills and a collaborative attitude.
• Customer service-oriented with attention to detail.

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