Administrative Assistant Operations

Job Id: 263472

Job Title: Administrative Assistant Operations – Instrumentation Support
San Diego CA 92121 (Onsite)
 Pay: $24.00 per hour

Schedule: 40 hours/week | 8:00 AM – 4:30 PM preferred (flexible)
 Duration: 1 Year assignment (Extension Possible)

Job Summary:

We are seeking a detail-oriented Administrative Assistant to support the Instrumentation team within Operations. This role reports directly to the Instrumentation Manager and plays a key part in ensuring seamless coordination of maintenance activities asset management accuracy and departmental reporting.

This is an excellent opportunity for an experienced administrative professional who thrives in a fast-paced technical environment and enjoys working cross-functionally with internal teams and external vendors.

Position Summary

Provide comprehensive administrative and operational support to the Instrumentation department. Responsibilities include coordinating vendor visits for maintenance activities managing departmental metrics monitoring and converting work requests in CMMS systems and assisting with asset management database updates.

This position requires strong initiative independent problem-solving discretion and the ability to manage shifting priorities.

Key Responsibilities

• Coordinate and facilitate vendor visits for:
  • New equipment installation and qualification
  • Calibration
  • Preventive maintenance
  • Repairs for operational assets
• Monitor and convert work requests to work orders within CMMS systems (e.g. BMRAM MAXIMO)
• Update asset management databases with vendor documentation and completed activity records
• Manage departmental metrics and assist with leadership reporting and presentation preparation
• Draft communications and collaborate with vendors subcontractors and internal stakeholders
• Ensure proper document handling and record storage in compliance with internal record retention policies
• Support asset movement tracking within asset management systems
• Maintain confidentiality and handle sensitive information with discretion
• Support additional projects and operational initiatives as assigned

Qualifications

Experience

• Minimum 3 years of recent administrative experience supporting senior management
• Experience in regulated technical manufacturing or operations environments preferred
• Hands-on experience using CMMS platforms (e.g. BMRAM MAXIMO) strongly preferred

Education

• High School Diploma or GED required
• Associate degree (AA) preferred

Skills & Competencies

• Advanced proficiency in Microsoft Word Excel PowerPoint and Outlook
• Strong written and verbal communication skills including proofreading and document preparation
• Ability to interact effectively with individuals at all levels of the organization
• Demonstrated ability to maintain confidentiality and manage sensitive information
• Strong organizational and time management skills with exceptional attention to detail
• Ability to multitask and prioritize in a fast-paced evolving environment
• Self-starter who learns quickly and works efficiently
• Comfortable balancing requests from multiple stakeholders

Physical & Work Environment Requirements

• Frequent walking including in confined spaces
• Lifting and handling equipment such as pumps and motors
• Operating computerized instrumentation and tools
• Reaching stooping and working in varied physical positions
• Occasional exposure to noisy environments
• Required use of personal protective equipment (safety glasses gloves safety shoes)

Why Apply?

• Competitive hourly compensation
• Long-term assignment with potential for extension
• Stable onsite role within a structured operations environment
• Opportunity to work closely with technical teams and leadership
• Hands-on exposure to asset management and maintenance systems

If you are an experienced administrative professional with strong technical systems experience and are looking for a stable long-term opportunity in San Diego we encourage you to apply.