IPS - Integrated Project Services

Job Description

IPS is hiring! IPS is a pioneer in the application of single-source, integrated EPCMV for technically complex facilities. We have developed, implemented, and refined a lean integrated project delivery model that addresses the entire project life cycle. With a newly established office in the Central Business District, Melbourne, Australia, we are looking for a self-starter Office Admin to join our small but mighty industry-leading team. This is a full-time permanent role with the expectation to be office based but also opportunities to extend your skills in our client supporting projects. 

In this role, you will be responsible for the completion of all usual office administrative tasks, marketing support, assisting business proposals, general support of the team, as well as the commercial and administrative support of the projects (project administration). This is done in close collaboration with the project managers, regional leadership and centralised global support.

Job Duties and Responsibilities will include:

• Answers incoming phone calls, emails, and posts.
• Welcomes all visitors/guests
• Monitor office and equipment supplies, and order replenishments.
• Helps to ensure that all office facilities such as the kitchen, break-out areas, and conference rooms, are maintained.
• Creates and maintains databases, filing systems, logs, and reports necessary for the company or department.
• Support travel organisation and manage expenses
• Assists in writing contracts and invoices, providing necessary backup documentation, accurately.
• Plans and participates in project meetings, takes protocol, and documents action lists.
• Act as representative of company in direct contact with clients and other external contacts.
• Possesses a sense of fiscal responsibility.
• Completes project work that is assigned in a timely manner with minimal errors.
• Assists in organizing office events as necessary.
• Acquisition of timesheets, expense reports, etc.
• General ordering and invoice processing.
• Processing Accrued Hours Data.
• Other duties as assigned. 

Come join a caring, nimble team that delivers world-class designs for our pharmaceutical clients and take your career to new heights.

Salary will be in the range of $65-75k /year, in line with experience.

Qualifications & Requirements

• A minimum of 3 years general business /administrative experience preferably in an Engineering /Architect or Pharmaceutical setting.
• Office administration and /or support experience highly preferred.
• An Associates Degree in Business or equivalent is preferred.
• Proficiency with Adobe/Acrobat and Microsoft Office; Word, Excel, PowerPoint, Visio and Outlook.

About Us

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. Its newest acquisition, Linesight, specializes in cost, schedule, risk, program, and project management services in various market sectors, including data centers, life sciences, and high-tech industries. With the addition of Linesight, IPS has over 3,000 professionals in over 45 offices across 17 countries in the Americas, Europe, Asia Pacific, Southeast Asia, Australia, and the Middle East.

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.