Construction Administrative Assistant

IPS - Integrated Project Services, LLC; Cary (NC); On-site; USD 42,000 - 52,000; Full time

Job summary

IPS, a Berkshire Hathaway company, seeks an Administrative Assistant to join the Construction team in Cary, North Carolina. You will support mid- to upper-level managers and department members with calendar management, travel planning, and documentation.

You will assist with meetings, expense reports, meetings minutes, and event logistics while maintaining accurate department records and coordinating with HR, legal, and procurement as needed.

Qualifications

• 3+ years in an administrative role supporting a department or multiple individuals.
• Able to support a department of 15+ personnel.
• Experience with event planning.
• Proficient in Word, Excel, and PowerPoint.
• Ability to manage multiple tasks and meet deadlines.
• Demonstrates fiscal responsibility and strong attention to detail.
• Highly organized and team-oriented with excellent communication.
• Reliable with strong customer service skills.

Responsibilities

• Manages department calendars and personnel schedules.
• Coordinates meetings, conference calls, and appointments.
• Books meeting rooms and equipment and arranges catering.
• Screens, sorts, and distributes mail and packages; prepares outgoing correspondence.
• Coordinates travel for department staff and uses an outside agency when needed.
• Maintains travel profiles and frequent flier info.
• Assists with correspondence, reports, proposals, and minutes.
• Oversees expense report process and organizes departmental events.
• Supports receptionist with calls and visitors.
• Collaborates with Corporate Counsel to draft client contracts using AIA ACD5.
• Keeps department contact lists accurate and up-to-date.
• Assists HR in new hire processes; coordinates licensing where required.
• Orders supplies and tracks invoices; maintains department slides.
• Performs other duties as assigned.

Skills

Communication skills

Teamwork

Organization

Multitasking

Attention to detail

Customer service

Tools

Microsoft Office

Job description

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 Administrative Assistant to join our talented Construction team at our office in Cary, North Carolina.

In this role, you will provide administrative support to mid- to upper-level managers and other department members.

Additional Responsibilities

• Manages the calendar and schedule of personnel in the department.
• 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.
• Keeps travel profiles up-to-date with travel preferences and frequent flier information.
• 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 Receptionist with phone calls and visitors.
• Works with Corporate Counsel and the legal department to develop client contracts utilizing AIA ACD5 software.
• 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.
• Assist the Director of Corporate Compliance with obtaining and managing state contractor licensing for appropriate IPS employees.
• Order supplies for internal department personnel and external field staff as needed; track invoices.
• Maintain Department TV slide shows
• Other duties as assigned.

Qualifications & Requirements

• 3+ years' experience in an administrative position supporting a department or more than one individual.
• Able to support a department of 15+ personnel.
• Has experience with event planning.
• Demonstrates proficiency in Microsoft Office: Word, Excel, and PowerPoint.
• Able to handle multiple tasks efficiently and meet multiple project deadlines.
• Possesses a sense of fiscal responsibility.
• Highly organized, with a strong attention to detail.
• Able to work in a team environment.
• Highly reliable with excellent communication and customer service skills.

Physical Demands

• Must be able to stand, sit, and walk for prolonged periods.
• Must possess the ability to stoop, kneel, crouch, and crawl as required.
• Must be able to lift and move objects weighing up to 15 pounds.

Work Environment

• This position will have up to 15% travel to regional projects.
• Position may be assigned to the client site for an extended period.
• Overnight travel or staying in the city of the Client's location is possible, depending on the assignment.
• Please review the IPS Travel Policy.
• Position will visit construction sites and will be required to take site safety training and adhere to site safety rules.
• Must have access to reliable transportation.
• Must have the ability to travel and commute on a daily or routine basis.
• Must be able to work in both indoor and outdoor environments, which may include exposure to varying weather.

Safety

• This position is a safety-sensitive position.
• The employee is designated for field work and attends activities at client sites where they work in construction, process, packaging, manufacturing, research, or other "non-administrative" areas.

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

About Us

IPS, a Berkshire Hathaway company, is a global leader in technical consulting, architecture, engineering, procurement, construction management, commissioning, qualification, and validation services for technically complex facilities. Integration is how we think and work. It requires the ability to unite existing and emerging technologies into a process that reliably delivers products and accelerates speed to market. That end-to-end mindset allows us to be agile and anticipate challenges as we move projects toward operational readiness. IPS applies design and delivery expertise, client-side experience, and supplier-side insight to every project. We infuse our curiosity, our passion, and our commitment to partnership in delivering solutions at any scale. We meet our clients where they are and get them to where they need to go. That's only possible when we care as much as our clients do.

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.