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Project Administrative Assistant

Company: Integrated Project Services
Location: Emeryville
Posted on: November 23, 2021

Job Description:

Position Responsibilities IPS is hiring! We are looking for a talented Project Administrative Assistant to join our industry leading Administrative/Clerical team at our state-of-the-art corporate headquarters located in The San Francisco Bay Area. The Project Administrative Assistant provides administrative support to first level managers and staff. Administratively manages phone calls, mail, and preparing of contracts, change orders and closeout of all projects. Job Duties and Responsibilities * Answers and fields incoming phone calls regarding contracts/invoices, taking messages, forwarding calls and taking the steps to attempt to resolve the issue without interrupting a manager or department member. * Maintains clear and consistent filing systems, both electronic and paper. * Creates and maintains databases, filing system, logs and reports necessary for the company or department to access quickly and efficiently. * Sorts and distributes incoming purchase orders, change orders, invoices, contracts. * Writes contracts and invoices, providing necessary backup documentation, accurately. * Understand Work Requests, writing contracts from proposals. * Receives quotes from subcontractors and prepares contracts. Once quote is approved by project manager, follows work order flow process. * Orders material as necessary. * Follow up with subcontractors regarding release of liens, invoicing, final billing. * Update customer on status of project via telephone, email, postal mail. * Upon completion, call for invoices or releases. * Track invoices from subcontractor. * Follow up with subcontractor to ensure satisfaction. * Supports Receptionist with phone calls and visitors. * Special projects as assigned. Qualifications & Requirements * A minimum of 2 to 4 years of contract experience in the construction industry. * Must possess a sense of fiscal responsibility. * Must be self-motivated. * Demonstrates proficiency in Microsoft Office; Word, Excel and Prolog and Timberline. * Able to handle multiple tasks efficiently, highly organized, with strong attention to detail. Company Overview About Us IPS-Integrated Project Services is a global leader in developing innovative and cost effective solutions for the engineering, construction, commissioning and qualification of complex pharmaceutical and biotech research and manufacturing facilities. With technical expertise spanning R&D to pilot-scale to large-scale production, our team specializes in the technology, trends and regulatory environment to successfully deliver capital projects and improve operations. For over thirty years, we have applied unique LEAN methodologies throughout the project life cycle, continually finding ways to do things better and more efficiently, delivering higher quality and controlling costs. Headquartered in Blue Bell, PA, IPS is a multi-national company with over 1,500 professionals worldwide and offices in California, Kansas, Maryland, Massachusetts, New Jersey, North Carolina, Pennsylvania, Brazil, Canada, China, Ireland, Singapore, Switzerland, Germany, United Kingdom and four locations in India. Visit our website at 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. IPS is an equal opportunity, affirmative action employer of protected veterans (M/F/D/V). 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.

Keywords: Integrated Project Services, San Francisco , Project Administrative Assistant, Administration, Clerical , Emeryville, California

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