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Administrative Assistant III - Construction Management

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IPS-Integrated Project Services

3mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Somerset

AI generated summary

  • You must have 5+ years of administrative experience, support teams of 15+, be proficient in MS Office, multitask well, show fiscal responsibility, and possess strong communication skills.
  • You will manage schedules, arrange travel, coordinate meetings, handle correspondence, assist with contracts, support new hires, and track departmental supplies and invoices.

Requirements

  • 5+ years of experience in an administrative position supporting a department or more than one individual.
  • Able to support a department of 15+ personnel.
  • Proficiency in Microsoft Office Suite.
  • Able to multitask efficiently and meet multiple project deadlines.
  • Possesses a sense of fiscal responsibility.
  • Highly reliable with excellent communication and customer service skills.

Responsibilities

  • - Manages the calendar and schedule of personnel in the department.
  • - Assists with scheduling meetings, conference calls, and appointments.
  • - Sorts and distributes incoming mail, faxes, FedEx, and UPS packages, and prepares outgoing correspondence and packages.
  • - Manages the travel arrangements of personnel of the department.
  • - Schedules airline, car, and hotel accommodations using an outside travel agency’s database.
  • - Keeps travel profiles up-to-date with travel preferences and frequent flier information.
  • - Completes project work that is assigned in a timely manner.
  • - Assists with preparation of correspondence, reports, proposals, presentations, meeting minutes, etc.
  • - Reviews and manages the expense report process.
  • - Work with Corporate Counsel and legal department to develop client contracts utilizing AIA ACD5 software.
  • - Maintain department personnel lists (ensure correct phone number, location, supervisor, etc.).
  • - Work with HR and Recruiting to coordinate and facilitate the departmental new hire processes.
  • - Assists the Director of Corporate Compliance with obtaining and managing state contractor licensing for appropriate IPS employees.
  • - Order supplies for internal department personnel and external field staff and track invoices.

FAQs

What is the location of the Administrative Assistant III position?

The position is located in Somerset, New Jersey.

What are the primary responsibilities of the Administrative Assistant III?

The primary responsibilities include managing calendars, scheduling meetings, sorting and distributing mail, managing travel arrangements, preparing correspondence and reports, and assisting with the expense report process.

What qualifications are required for this position?

A minimum of 5 years of experience in an administrative role, proficiency in Microsoft Office Suite, ability to support a department of 15+ personnel, and excellent communication and customer service skills are required.

Will the Administrative Assistant be responsible for travel arrangements?

Yes, the Administrative Assistant will manage travel arrangements, including scheduling airline, car, and hotel accommodations.

Is experience in the construction management field necessary for this role?

While not explicitly required, experience in construction management or supporting a similar department is beneficial.

What kind of team will I be joining?

You will be joining a caring and nimble team dedicated to delivering world-class designs for pharmaceutical clients.

Are there opportunities for professional growth within this position?

Yes, IPS encourages career advancement and offers opportunities to take your career to new heights within the organization.

Does IPS provide equal employment opportunities?

Yes, IPS is an affirmative action and equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to various protected statuses.

What software experience is beneficial for this role?

Proficiency in Microsoft Office Suite is beneficial for fulfilling the job responsibilities effectively.

Who will the Administrative Assistant III report to?

The Administrative Assistant III will provide support to first-level managers and staff within the construction management department.

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IPS-Integrated Project Services

Life Sciences Consulting, Architecture, Engineering, Project Controls, Procurement, Construction Management, & CQV

Manufacturing & Electronics
Industry
1001-5000
Employees
1989
Founded Year

Mission & Purpose

IPS-Integrated Project Services, LLC, a Berkshire Hathaway company, is a global leader in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities worldwide. With technical expertise spanning R&D to pilot-scale to large-scale production, our team specializes in the technology, trends, and regulatory environment to successfully deliver capital projects and improve operations. Headquartered in Pennsylvania, IPS is a multinational company with over 1,800 professionals and 23 offices in 10 countries in the United States, Canada, Brazil, the United Kingdom, Ireland, Germany, Switzerland, Singapore, China, and India. With the newest acquisition of Linesight, IPS has over 3,000 professionals in 45+ offices across 17 countries in the Americas, Europe, Asia Pacific, Southeast Asia, Australia, and the Middle East. Linesight specializes in cost, schedule, risk, program, and project management services in various market sectors, including data centers, life sciences, and high-tech industrial.