Design Project Administrator

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 talented Design Project Administrator to join our dedicated team at our office located in Leawood, Kansas.

In this role, you will provide administrative support to first-level managers and staff. You will manage mail, travel arrangements, scheduling, and meeting planning. Additionally, you will assist marketing and project managers with preparing reports, proposals, and presentations.

Additional Responsibilities

• Assists with scheduling meetings, conference calls, and appointments.
• Assists with booking meeting rooms, reserves necessary equipment, and sets up catering needs as appropriate.
• Sorts and distributes incoming mail, faxes, FedEx, and UPS packages, and prepares outgoing correspondence and packages.
• Manages domestic and international travel arrangements for department members department through outside travel agency, using the travel agency's database.
• Schedules airline, car, and hotel accommodations.
• Keeps travel profiles up to date in the database.
• Completes project work and supports the team to prepare quality client deliverables promptly, ensuring electronic and archived copies.
• Assists with the preparation of correspondence, agendas, reports, presentations, meeting minutes, etc.
• Assists in organizing departmental events and vendor/learning luncheons/activities as necessary.
• Supports the Receptionist with phone calls and visitors (as-needed).
• Maintains clear and consistent filing systems.
• Maintain inventory of department supplies.
• Assign/Update time in Manpower Management Software
• Other duties as assigned.

• A minimum of 1 year of previous experience in an administrative position supporting a department or more than one individual.
• Demonstrates proficiency in Microsoft Office Suite; TEAMS, Word, Excel, and PowerPoint.
• Demonstrates proficiency in PDF Software (i.e., Bluebeam/Adobe), Masterworks
• Able to handle multiple tasks efficiently, highly organized, with strong attention to detail.
• Possesses a sense of fiscal responsibility.
• Highly reliable, with excellent communication and customer service skills.

IPS, a Berkshire Hathaway company, is a global leader in developing innovative business solutions for the biotechnology and pharmaceutical industries. Through operational expertise and industry-leading knowledge, skill, and passion, IPS provides consultancy services, architecture, engineering, project controls, construction management, and compliance services that allow clients to develop and manufacture life-impacting products. IPS, inclusive of its Enterprise entities, has over 3,500 professionals in over 45 offices across 17 countries in the Americas, Europe, Asia Pacific, Southeast Asia, Australia, and the Middle East. For further information, please visit www.ipsdb.com.

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.

Attention Search Firms / Third-Party Recruiters: IPS is not seeking assistance or accepting unsolicited resumes from search firms for employment opportunities with IPS. Regardless of past practice, all resumes submitted by search firms to any employee at IPS via email, the Internet, or directly to hiring managers at IPS in any form without a valid written search agreement in place for a specific position will be deemed the sole property of IPS, and no fee will be paid in the event a candidate is hired by IPS as a result of the referral or through other means.

If you do not meet the qualifications for this specific role, but would like to submit your resume for general consideration, please click here!

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If you do not meet the qualifications for this specific role, but would like to submit your resume for general consideration, please click here!