Office & Project Administration Assistant

vor 1 Tag

Basel, Schweiz IPS-Integrated Project Services Vollzeit

Position Responsibilities:
Our business in Switzerland continues to grow

We, IPS Integrated Project Services, are a US-headquartered global leader in the leadership and execution of advanced facilities engineering and design. Represented in 17 countries, with 45 offices and 3000+ professionals worldwide, IPS provides technical consulting, architecture, engineering, project controls, construction management, and cGMP compliance services for technically complex development and manufacturing facilities globally.

**YOUR ROLE**

You will be providing Office and Project Administrative support to Office Management, first level managers and the engineering team.

**OFFICE ASSISTANCE**
- Welcome visitors/guests at reception
- Monitor office and equipment supplies, and order replenishment when necessary
- Help to ensure that all office facilities such as kitchen, break-out areas, conference rooms, are well maintained
- Assist in data entry of timesheets, expense reports, etc.
- Provide support in organizing internal and client meetings/conferences

**PROJECT ADMINISTRATION**
- Maintain clear and consistent filing systems, both electronic and paper.
- Create and maintain databases, filing system, logs and reports necessary for the company or department to access quickly and efficiently.
- Sort and distribute incoming purchase orders, change orders, invoices, contracts.
- Assist in writing contracts and invoices, providing necessary backup documentation, accurately.
- Plan and participate in project meetings, take protocol and document action list
- Support office management and project management with following the work order flow process.
- Follow up with subcontractors regarding release of liens, invoicing, final billing.
- Track invoices from subcontractor.
- Follow up with subcontractor to ensure satisfaction.
- Assist in Document controls
- Take on special projects as assigned.

Qualifications & Requirements:
**YOUR PROFILE**
- Academic degree or vocational apprenticeship in business, administration or similar
- Possess relevant working experience in an office and/or project administrative role
- Demonstrates proficiency in Microsoft Office; Word, Excel, preferably Database and calculation software.
- Able to handle multiple tasks efficiently, highly organised, with strong attention to detail.
- Self-motivated, flexible, resilient
- Client and service oriented
- Good communication skills
- Fluent in English and German; French is of advantage

**OUR OFFER**
- We foster a company culture characterized by team spirit, appreciation and respect.
- We champion professional and personal development, growth and diversity.
- We adhere to transparency, honesty and integrity.
- We are global leaders in innovation and technologies and “Best in Class” Experts.
- We encourage and support internal and external learning and development.
- "We promise only what we can deliver" - not more and not less
- We offer a competitive package including a corporate pension scheme, flexitime and all essential devices to enable flexible/remote working.

Company Overview:
**About Us**

**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).

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