Travel & Office Operations Lead

IPS-Integrated Project Services, LLC; Center Square (PA); On-site; USD 60,000 - 85,000; Full time

Job summary

IPS, a Berkshire Hathaway company, seeks a dedicated Office Manager for our Blue Bell, Pennsylvania headquarters. You will organize meetings, manage records, coordinate travel, and support management and staff with administrative tasks across multiple departments.

Ideal candidates have 6+ years in administration, 3+ years in supervisory roles, and proficiency with Adobe Acrobat and Microsoft Office. Some travel and site coordination may be required.

Qualifications

• 6+ years of general 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

Organizational skills

Communication skills

Team leadership

Education

Associate degree in business or equivalent

Tools

Adobe Acrobat

Microsoft Office

Job description

IPS, a Berkshire Hathaway company, seeks a dedicated Office Manager for our Blue Bell, Pennsylvania headquarters. You will organize meetings, manage records, coordinate travel, and support management and staff with administrative tasks across multiple departments.

Ideal candidates have 6+ years in administration, 3+ years in supervisory roles, and proficiency with Adobe Acrobat and Microsoft Office. Some travel and site coordination may be required.