Business Administrator II

IPS-Integrated Project Services; Birmingham; On-site; GBP 25,000 - 30,000; Full time

Job summary

IPS is hiring a Business Administrator to join our UK team in Birmingham. This role supports reception, logistics, invoicing, travel arrangements, and coordination across EMEA, with a strong emphasis on confidentiality and professional conduct.

The successful candidate will manage visitors, post, meeting logistics, and office supplies, while collaborating with Finance and other admins to ensure smooth operations and timely delivery of services.

Qualifications

• 2+ years of administrative experience.
• Ability to manage several activities at one time in a professional and courteous manner.
• Organised, communicates well, and practices excellent time management skills.
• Experience with Microsoft Office: Word, Excel, PowerPoint and Outlook.
• Experience with Oracle is an advantage.
• Organised and proactive with key attention to detail.
• Ability to work on their own and within a team in other EMEA offices.

Responsibilities

• Primary point of welcome for all visitors into the Dublin office, allocate guests fobs on request.
• Handle all inbound and outbound post, including coordination of courier services.
• Processing office related invoices and liaising with Finance for timely payment.
• Oversee meeting logistics, including greeting and guiding guests, arranging catering, and ensuring meeting rooms are kept clean and well-maintained.
• Ensure that the office is fully stocked with necessary stationery, catering/cleaning supplies, and PPE.
• Organise travel for EMEA team members, including flights, accommodation, and transportation.
• Organise travel for EMEA MD and Sr.Regional Director.
• Plan and organise social and team-building events for Dublin colleagues.
• Provide support to other administrators across EMEA as needed.
• Support different business units with administrative tasks as assigned.
• Attend local, regional meetings and global ( weekly & monthly).
• Support inhouse training for IPS Colleagues.
• High level of confidentiality is required.
• Support onboarding and leaver process.

Skills

Administrative experience

Time management

Organization

Communication

Tools

Microsoft Office

Oracle

Job description

IPS is hiring! We are looking for an experienced Business Administrator to join our growing UK team, to be based in the IPS office in Birmingham, UK.

Job Duties and Responsibilities (to include but not limited to)

• Primary point of welcome for all visitors into the Dublin office, allocate guests fobs on request.
• Handle all inbound and outbound post, including coordination of courier services.
• Processing office related invoices and liaising with Finance for timely payment.
• Oversee meeting logistics, including greeting and guiding guests, arranging catering, and ensuring meeting rooms are kept clean and well-maintained.
• Ensure that the office is fully stocked with necessary stationery, catering/cleaning supplies, and personal protective equipment (PPE).
• Organise travel for EMEA team members, including flights, accommodation, and transportation.
• Organise travel for EMEA MD and Sr.Regional Director.
• Plan and organise social and team-building events for Dublin colleagues.
• Provide support to other administrators across EMEA as needed.
• Support different business units with administrative tasks as assigned.
• Attend local, regional meetings and global ( weekly & monthly).
• Support inhouse training for IPS Colleagues.
• High level of confidentiality is required.
• Support onboarding and leaver process.

Come join a caring, nimble team that delivers world-class designs for our pharmaceutical clients and take your career to new heights!

Qualifications & Requirements

• 2+ years of administrative experience.
• Ability to manage several activities at one time in a professional and courteous manner.
• Organised, communicates well, and practices excellent time management skills.
• Experience with Microsoft Office: Word, Excel, PowerPoint and Outlook.
• Experience with Oracle is an advantage.
• Organised and Proactive with key attention to detail.
• Ability to work on their own and within a team in other EMEA offices.

All interviews are conducted either in person or virtually, with video required.

About Us

IPS, a Berkshire Hathaway Company, is a global leader in developing innovative business solutions for the biotechnology and pharmaceutical industries. Through operational expertise and industry-leading knowledge, skill, and passion, IPS provides consultancy services, architecture, engineering, project controls, construction management, and compliance services that allow clients to develop and manufacture life-impacting products. Its newest acquisition, Linesight, specializes in cost, schedule, risk, program, and project management services in various market sectors, including data centers, life sciences, and high-tech industries. With the addition of Linesight, IPS has over 3,000 professionals in over 45 offices across 17 countries in the Americas, Europe, Asia Pacific, Southeast Asia, Australia, and the Middle East.

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.