Construction Admin Specialist — Scheduling & Travel

IPS-Integrated Project Services; Center Square (PA); On-site; USD 34,000 - 48,000; Full time

Job summary

IPS-Integrated Project Services is seeking an Administrative Assistant II to support the Construction team on a project site in West Point, PA. The role involves busy, detail-oriented administrative support for project management, scheduling, travel arrangements, and document preparation.

The position requires 3+ years of admin experience, strong Microsoft Office skills, and the ability to multitask and meet deadlines in a team environment.

Qualifications

• 3+ years experience in an administrative position supporting a department or multiple individuals.
• Able to support a department of 15+ personnel.
• Proficient in Microsoft Office: Word, Excel, Outlook, and PowerPoint.
• Able to handle multiple tasks efficiently and meet multiple project deadlines.
• Highly organized, with a strong attention to detail.
• Highly reliable with excellent communication and customer service skills.

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

Skills

Attention to detail

Time management

Team player

Customer service

Reliability

Tools

Word

Excel

Outlook

PowerPoint

Job description

IPS-Integrated Project Services is seeking an Administrative Assistant II to support the Construction team on a project site in West Point, PA. The role involves busy, detail-oriented administrative support for project management, scheduling, travel arrangements, and document preparation.

The position requires 3+ years of admin experience, strong Microsoft Office skills, and the ability to multitask and meet deadlines in a team environment.