Office Manager

IPS-Integrated Project Services•Burlington, MA

4d•$61,800 - $94,750•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 Office Manager to join our talented team at our office located in Burlington, MA. In this role, you will serve as an information manager for the management and staff. You will plan and schedule meetings and appointments, organize and maintain paper and electronic files, manage projects, conduct research, and provide information.

Requirements

6+ years of general business/administrative experience, preferably in an Engineering/Architect or Pharmaceutical setting.
3+ years of management responsibility, including supervisory and office management.
Proficiency with Adobe/Acrobat and Microsoft Office; Word, Excel, PowerPoint, Visio, and Outlook.

Nice To Haves

An associate’s degree in business or equivalent.

Responsibilities

Manage office procedures to ensure smooth day-to-day operations, including reception activities for effective internal and external communications (telephone, mail, fax, and email).
Sort and distribute incoming mail daily and ensure timely processing of outgoing mail, including courier services (FedEx, UPS).
Greet and assist visitors, maintaining a professional and welcoming environment.
Coordinate procurement processes, including ordering office supplies and managing vendor relationships.
Schedule meetings, conference calls, and events, arranging necessary logistics such as meeting rooms and catering.
Handle travel arrangements (airline, rental car, hotel) and expense reporting for office leadership.
Support departmental initiatives, including onboarding and orientation activities for new hires.
Assist with internship and co-op programs as needed.
Assist Management and Staff in maintaining vital records and correspondence, i.e., analysis, preparation of written reports/minutes, monitoring and follow-up.
Relieve management of administrative detail.
Provide research and data gathering to support business development activities of senior management.
Complete project-related tasks accurately and on time, recognizing that priorities may shift based on business needs.
Other duties as assigned.