At IPS, you will apply your knowledge, skills, and passion to make a difference in the lives of people, solving complex challenges related to pharmaceutical, biotech, and animal health research and manufacturing facilities. We are looking for a Project Administrator to join our team out of our office in Cork, Ireland.
The Project Administrator provides administrative support to first-level managers and staff. Responsibilities include managing phone calls, mail, preparing contracts, change orders, and project closeouts.
Key Responsibilities
* Answer incoming phone calls regarding contracts/invoices, take messages, and attempt to resolve issues without interrupting managers or department members.
* Maintain clear and consistent electronic and paper filing systems.
* Create and manage databases, logs, and reports for quick access.
* Sort and distribute incoming purchase orders, change orders, invoices, and contracts.
* Draft contracts and invoices with accurate backup documentation.
* Receive quotes from subcontractors, prepare contracts, and follow work order processes upon approval.
* Order materials as needed.
* Follow up with subcontractors regarding liens, invoicing, and final billing.
* Update customers on project status via phone, email, or mail.
* Track and follow up on subcontractor invoices and satisfaction.
* Assist Receptionist with calls and visitors.
Qualifications & Requirements
* 2-4 years of relevant industry experience.
* Extensive contract experience in construction.
* Proficiency in Microsoft Office Suite, Prolog, and Timberline.
* Strong organizational skills, multitasking ability, and attention to detail.
* Experience in writing, editing, and communication.
Join a caring, agile team that delivers world-class designs for pharmaceutical clients and advance your career!
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