Administrative Assistant III - Construction Management at IPS-Integrated Project Services

Job Description:

At IPS, we apply our knowledge, skills, and passion to make a difference in the lives of people, solving complex challenges related to life sciences. We are looking for a dedicated Administrative Assistant III to join our talented Construction team at our office located in Somerset, New Jersey

In this role, you will provide administrative support to first-level managers and staff.

Position 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 agencys 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.

Come join a caring, nimble team that delivers world-class designs for our pharmaceutical clients and take your career to new heights!

Qualifications & 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.

About Us:

IPS, a Berkshire Hathaway Company, is a global leader in developing innovative business solutions for the biotechnology and pharmaceutical industries. Through operational expertise and industry-leading knowledge, skill, and passion, IPS provides consultancy services, architecture, engineering, project controls, construction management, and compliance services that allow clients to develop and manufacture life-impacting products. Its newest acquisition, Linesight, specializes in cost, schedule, risk, program, and project management services in various market sectors, including data centers, life sciences, and high-tech industries. With the addition of Linesight, IPS has over 3,000 professionals in over 45 offices across 17 countries in the Americas, Europe, Asia Pacific, Southeast Asia, Australia, and the Middle East.

Specialties

Process Architecture, Process Design, Engineering, Construction, Commissioning, Qualification, LEAN Project Delivery, Strategic Master Planning, Energy Conservation Management, Project Controls, Program/Project Management, Operations/Logistics Strategy and Planning, EPCMV and Staffing Services.

All qualified applicants will receive consideration for employment at IPS without regard to race; creed; color; religion; national origin; sex; age; disability; sexual orientation; gender identity or expression; genetic predisposition or carrier status; veteran, marital, or citizenship status; or any other status protected by law. IPS is proud to be an affirmative action and equal opportunity employer.

Attention Search Firms / Third-Party Recruiters: IPS is not seeking assistance or accepting unsolicited resumes from search firms for employment opportunities with IPS. Regardless of past practice, all resumes submitted by search firms to any employee at IPS via email, the Internet, or directly to hiring managers at IPS in any form without a valid written search agreement in place for a specific position will be deemed the sole property of IPS, and no fee will be paid in the event a candidate is hired by IPS as a result of the referral or through other means.