Administrative Assistant

Integrated Power Services•Tucson, AZ

15d

About The Position

IPS is seeking dedicated Office and Administrative staff to be the backbone of our innovative team. At IPS, we know that great ideas and groundbreaking projects rely on exceptional support behind the scenes. Your professional growth and development are our priority, so your opportunities here are unlimited. We care for our team members, offering a comprehensive benefits package, work-life balance, and job stability. If you thrive in a fast-paced environment where you will be recognized and appreciated, you would be a great fit at IPS. The Administrative Assistant will provide varying support to the many departments and functions of our business. The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining workplace and customer relationships. This position reports to the Operations Manager.

Requirements

2+ years administrative experience preferred.
Associates degree in Business Administration preferred. High School Diploma or GED required.
Proficient in the use of Office 365 Suite of products.
Excellent written/typed and verbal communication skills required.
Excellent organizational, prioritization, and time management skills.
Knowledge of administrative procedures.
Thorough attention to detail
Able to work independently and as a team.
Strong problem-solving skills
Prolonged periods of sitting at a desk and working on a computer required.
May need to lift up to 15 pounds at a time.
Driving to run errands may be required in this role.
Must be willing to submit to the background and drug screening process.

Nice To Haves

Experience with taking filing systems paperless, a plus.
Experience in QuickBooks, ADP, and other softwares, a plus.

Responsibilities

Provides administrative support to ensure efficient office operations.
Maintains digital and physical filing systems.
Answering phone calls and directing callers to appropriate personnel.
Supports calendar appointments shared with them by senior staff.
Assists clients and other visitors, welcoming them and guiding them to the appropriate location
Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
Responds to emails and other digital queries and correspondence.
Uses word processing and presentation software to draft and edit letters, reports, and other documents.
Inputs and updates information in databases and spreadsheets.
Prepares meeting agendas and takes meeting minutes, as needed.
Coordinates logistics for meetings and company special events, including determining attendance, room setup, working with event vendors, and ordering catering.
Operates and replenish consumables in office equipment, including printers and copiers.
Works with maintenance staff and outside vendors to ensure office equipment is in good working order
Assist our Accounting Department with timekeeping and administrative processes.
Assist our HR Manager in the distribution, collection, and processing of documents relating to benefits, onboarding, leave requests, and HR policy.
Assist our Planning Team in making travel arrangements, as needed.
Assist our Purchasing & Maintenance Teams in managing inventory and ordering office supplies, as needed.
As requested, researches and summarizes information for reports or presentations.
Works closely with other administrative staff and supports other colleagues as needed.
Ensures that deadlines are met and adapts to changing priorities.
Presents a positive and professional image for the organization.
Other related duties as assigned.