Office & Operations Manager: Travel & Records

IPS-Integrated Project Services; Center Square (PA); On-site; USD 52,000 - 68,000; Full time

Job summary

IPS-Integrated Project Services, headquartered in Blue Bell, Pennsylvania, seeks an experienced Office Manager to coordinate information flows for management and staff, manage schedules, files, and procurement, and drive efficiency across the office.

The role emphasizes maintaining records, supervising support staff, and ensuring smooth daily operations in a fast-paced environment with limited travel. A strong background in administrative leadership and proficiency with MS Office are essential.

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.
• 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.

Skills

Office management

Staff supervision

Adobe Acrobat

Microsoft Office

Education

Associate’s degree in business

Tools

Adobe Acrobat

Microsoft Office Suite

Visio

Outlook

PowerPoint

Job description

IPS-Integrated Project Services, headquartered in Blue Bell, Pennsylvania, seeks an experienced Office Manager to coordinate information flows for management and staff, manage schedules, files, and procurement, and drive efficiency across the office.

The role emphasizes maintaining records, supervising support staff, and ensuring smooth daily operations in a fast-paced environment with limited travel. A strong background in administrative leadership and proficiency with MS Office are essential.