Job description
Position Responsibilities:
Job Duties and Responsibilities
Specialties
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.
IPS is hiring! We are looking for a talented Administrative Assistant II to join our team at our brand new EMEA Ireland office located in
Cork, Ireland. The Administrative Assistant II provides administrative support to first level managers and staff. Administratively manages phone calls, mail, and preparing of contracts, proposals, change orders and closeout of all projects.
Job Duties and Responsibilities
- Answers and fields incoming phone calls, taking messages, forwarding calls and taking the steps to attempt to resolve the issue without interrupting a manager or department member
- Maintains clear and consistent filing systems, both electronic and paper
- Creates and maintains databases, filing system, logs and reports necessary for the company or department to access quickly and efficiently
- Sorts and distributes incoming purchase orders, change orders, invoices, contracts etc.
- Writes Project Administrative documentation, Contracts, Proposals etc. and providing necessary backup documentation, accurately
- Understand Work Requests, writing contracts from proposals
- Receives quotes from subcontractors and prepares contracts
- Once quote is approved by project manager, follows work order flow process
- Orders material and office supplies as necessary
- Follow up with subcontractors regarding release of liens, invoicing, final billing
- Update customer on status of project via telephone, email, postal mail
- Upon completion, call for invoices or releases
- Track invoices from subcontractor
- Follow up with subcontractor to ensure satisfaction
- Assist with the coordination of internal resources and third parties/vendors to ensure the flawless execution of projects
- Supports general office services
- Social Media/Marketing office Champion
- Assists with social media materials such as posts, e-blast, and graphics
- Assists in creating print materials such as posters, brochures and handouts
- Provides marketing support/assistance to technical personnel in their pursuit of new business
- Be the face and voice of the office
- Special projects as assigned
- A minimum of 3-5 years of relevant experience in the industry
- A minimum of 1 years’ experience in a marketing and or sales capacity with exposure to event management, market research, preparation of proposals, public relations and client contact
- Proven experience in writing, editing, communications
- Must possess a sense of fiscal responsibility
- Must be self-motivated
- Proven experience as front desk representative, agent or relevant position
- Knowledge of office management and basic bookkeeping
- Proficient in English (oral and written)
- Excellent knowledge of MS Office (especially Excel, Word and PowerPoint)
- Customer service orientation
- Able to handle multiple tasks efficiently, highly organized, with strong attention to detail
- Analytical thinking, structured problem-solving skills, superior communication skills, team building and strong work ethic
- Must be able to build report with department staff
- Previous experience of working in an engineering design office or EPCM Contractor preferred
About Us
IPS-Integrated Project Services is a global leader in developing innovative and cost-effective solutions for the engineering, construction, commissioning and qualification of complex pharmaceutical and bio-tech research and manufacturing facilities. With technical expertise spanning R&D to pilot-scale to large-scale production, our team specializes in the technology, trends and regulatory environment to successfully deliver capital projects and improve operations. For over thirty years, we have applied unique LEAN methodologies throughout the project life cycle, continually finding ways to do things better and more efficiently, delivering higher quality and controlling costs. Headquartered in Blue Bell, PA, IPS is a multi-national company with over 1,450 professionals worldwide and offices in California, Indiana, Kansas, Massachusetts, New Jersey, North Carolina, Pennsylvania, Brazil, Canada, China, Germany, Ireland, Singapore, Switzerland, UK and four locations in India. Visit our website at www.ipsdb.com.
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.
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