Office Manager

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 Office Manager to join our talented team at our headquarters in Blue Bell, Pennsylvania. In this role, you will serve as an information manager for 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

Establish, maintain, and oversee office procedures.
Review standards and quality.
Monitor annual overhead and capital equipment budgets.
Follow through on the procurement process, i.e., office supplies, travel, vending, and other services provided to the office.
Receive and take timely action upon instructions from Management and Staff.
Answer and field incoming phone calls to the area, taking messages, forwarding calls, and taking steps to possibly resolve the issue without interrupting a manager or department member.
Schedule meetings, conference calls, and appointments.
Book meeting rooms and reserve necessary equipment.
Set up outside catering for meetings as necessary.
Sort and distribute incoming mail, faxes, FedEx, and UPS packages, and prepare outgoing correspondence and packages.
Manage the travel arrangements of department management and staff.
Schedule airline, car, and hotel accommodations using the outside travel agency’s database.
Keep travel profiles up-to-date with travel preferences and frequent flier information.
Coordinate work overload; arrange for temporary support when required.
Assist Management and Staff in maintaining vital records and correspondence, i.e., analysis, preparation of written reports/minutes, monitoring, and follow-up.
Coordinate staff schedules for seminars, workshops, and study groups, maintaining records for management purposes.
Compose/type correspondence and/or reports, proposals, presentations, meeting minutes, specifications for the Management and Staff as required or requested.
Maintain confidential files, including account information.
Relieve management of administrative detail.
Check deadlines on incoming requests and put preliminary work in place.
Develop and update office systems for record-keeping.
Create and maintain databases, filing systems, logs, and reports necessary for the company or department to access quickly and efficiently.
Assist in organizing office events as necessary.
Other duties as assigned.