Office Manager

IPS-Integrated Project Services; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Job summary

IPS-Integrated Project Services is seeking an experienced Office Manager for its Blue Bell, Pennsylvania headquarters. You will serve as an information manager for management and staff, plan and schedule meetings, organize files, manage projects, conduct research, and provide information.

Key responsibilities include establishing office procedures, coordinating travel, scheduling meetings, maintaining confidential records, and supporting management with reports and minutes.

Qualifications

• 6+ years of general business/administrative experience, preferably in an Engineering/Architect or Pharmaceutical setting.
• 3+ years of management responsibility, including supervisory and office management.
• Proficiency with Adobe Acrobat and Microsoft Office (Word, Excel, PowerPoint, Visio, and Outlook).

Responsibilities

• Establish, maintain, and oversee office procedures.
• Review standards and quality.
• Monitor annual overhead and capital equipment budgets.
• Follow through on the procurement process, i.e., office supplies, travel, vending, and other services provided to the office.
• Receive and take timely action upon instructions from Management and Staff.
• Schedule meetings, conference calls, and appointments.
• Book meeting rooms and reserve necessary equipment.
• Set up outside catering for meetings as necessary.
• Sort and distribute incoming mail, faxes, FedEx, and UPS packages, and prepare outgoing correspondence and packages.
• Manage the travel arrangements of department management and staff.
• Schedule airline, car, and hotel accommodations using the outside travel agency’s database.

Skills

Office management

Administrative experience

Management experience

Education

Associate degree in business or equivalent

Tools

Adobe Acrobat

Microsoft Office Suite

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 Office Manager to join our talented team at our headquarters in Blue Bell, Pennsylvania.

In this role, you will serve as an information manager for management and staff. You will plan and schedule meetings and appointments, organize and maintain paper and electronic files, manage projects, conduct research, and provide information.

Additional Responsibilities

• Establish, maintain, and oversee office procedures.
• Review standards and quality.
• Monitor annual overhead and capital equipment budgets.
• Follow through on the procurement process, i.e., office supplies, travel, vending, and other services provided to the office.
• Receive and take timely action upon instructions from Management and Staff.
• Answer and field incoming phone calls to the area, taking messages, forwarding calls, and taking steps to possibly resolve the issue without interrupting a manager or department member.
• Schedule meetings, conference calls, and appointments.
• Book meeting rooms and reserve necessary equipment.
• Set up outside catering for meetings as necessary.
• Sort and distribute incoming mail, faxes, FedEx, and UPS packages, and prepare outgoing correspondence and packages.
• Manage the travel arrangements of department management and staff.
• Schedule airline, car, and hotel accommodations using the outside travel agency’s database.
• Keep travel profiles up-to-date with travel preferences and frequent flier information.
• Coordinate work overload; arrange for temporary support when required.
• Assist Management and Staff in maintaining vital records and correspondence, i.e., analysis, preparation of written reports/minutes, monitoring, and follow-up.
• Coordinate staff schedules for seminars, workshops, and study groups, maintaining records for management purposes.
• Compose/type correspondence and/or reports, proposals, presentations, meeting minutes, specifications for the Management and Staff as required or requested.
• Maintain confidential files, including account information.
• Relieve management of administrative detail.
• Check deadlines on incoming requests and put preliminary work in place.
• Develop and update office systems for record-keeping.
• Create and maintain databases, filing systems, logs, and reports necessary for the company or department to access quickly and efficiently.
• Assist in organizing office events as necessary.
• Other duties as assigned.

Qualifications & Requirements

• 6+ years of general business/administrative experience, preferably in an Engineering/Architect or Pharmaceutical setting.
• 3+ years of management responsibility, including supervisory and office management.
• Proficiency with Adobe Acrobat and Microsoft Office (Word, Excel, PowerPoint, Visio, and Outlook).

Preferred Qualifications

• An associate’s degree in business or equivalent.

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.
• You may be assigned to a 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.
• You 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.

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.