Construction Administrative Assistant II

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

Job summary

IPS is seeking an Administrative Assistant II to join the Construction team at the West Point, PA project site. The role provides administrative support to the project management team, coordinating meetings, travel, and documentation to ensure smooth daily operations.

The position requires strong organizational and communication skills, a detail-oriented mindset, and the ability to work with onsite personnel and clients in a fast-paced environment.

Qualifications

• 3+ years’ experience in an administrative position supporting a department or more than one individual.
• Able to support a department of 15+ personnel.
• Requires little supervision.
• Demonstrates proficiency in Microsoft Office: Word, Excel, Outlook, 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.

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.

Skills

Organizational skills

Communication

Team player

MS Office

Multitasking

Job description

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 II to join our talented Construction team at our project site located in West Point, PA.

In this role, you will provide administrative support to the construction management project team.

Additional 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

The hourly rate for this role is between $25 and $35 per hour, but the actual salary offered is dependent on experience, skill set, and education.

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.
• Requires little supervision.
• Demonstrates proficiency in Microsoft Office: Word, Excel, Outlook, 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 5% travel, or as required by the assigned project.
• 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.

IPS will not sponsor employment visas for this position

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.