Construction Administrative Assistant II

IPS-Integrated Project Services•Blue Bell, PA

2d•Onsite

About The Position

At IPS, we are global leaders in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities, primarily in the life sciences industry. We are looking for a dedicated Administrative Assistant II to join our talented Construction team at our project site located in West Point, PA. In this role, you will provide administrative support to the construction management project team.

Requirements

3+ years’ experience in an administrative position supporting a department or more than one individual.
Able to support a department of 15+ personnel.
Requires little supervision.
Demonstrates proficiency in Microsoft Office: Word, Excel, Outlook, and PowerPoint.
Able to handle multiple tasks efficiently and meet multiple project deadlines.
Possesses a sense of fiscal responsibility.
Highly organized, with a strong attention to detail.
Able to work in a team environment.
Highly reliable with excellent communication and customer service skills.
Must have access to reliable transportation.
Must have the ability to travel and commute on a daily or routine basis.

Responsibilities

Assists with scheduling meetings, conference calls, and appointments.
Assists with booking meeting rooms and reserving necessary equipment.
Sets up outside catering for meetings as necessary.
Sorts and distributes incoming mail, faxes, FedEx, and UPS packages, and prepares outgoing correspondence and packages.
Manages the travel arrangements of the personnel of the department.
Schedules airline, car, and hotel accommodations using an outside travel agency’s database.
Completes project work that is assigned promptly.
Assists with the preparation of correspondence, reports, proposals, presentations, meeting minutes, etc.
Reviews and manages the expense report process.
Assists in organizing departmental events as necessary.
Supports the team with phone calls and visitors.
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.
Order supplies for internal department personnel and external field staff as needed; track invoices.
Maintain Department TV slide shows
Other duties as assigned