Office & Project Administration Assistant
vor 1 Woche
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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