Project Administrator

IPS-Integrated Project Services, LLC; Cork; On-site; EUR 40,000 - 60,000; Full time

Job summary

A leading technical consulting firm is seeking a Project Administrator in Cork, Ireland. This role involves providing administrative support to managers, managing phone calls, and overseeing project-related documents. Ideal candidates will have 2-4 years of relevant experience, proficient in Microsoft Office and contract management with excellent organisational skills. Join a nimble team delivering world-class designs in the pharmaceutical sector!

Qualifications

• Minimum of 2-4 years of relevant experience in the industry.
• Extensive contract experience in the construction industry.
• Proven experience in writing, editing, and communications.

Responsibilities

• Provide administrative support to first level managers and staff.
• Maintain clear and consistent filing systems.
• Create and maintain databases and filing systems.
• Write contracts and invoices with necessary documentation.
• Follow up with subcontractors for invoicing and billing.

Skills

Multitasking

Organisational skills

Attention to detail

Proficiency in Microsoft Office

Communication skills

Tools

Prolog

Timberline

Job description

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. Administratively manages phone calls, mail, and preparing of contracts, change orders and closeout of all projects.

We'll rely on you to:

• Answer 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.
• 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.
• Write contracts and invoices, providing necessary backup documentation, accurately.
• Receive quotes from subcontractors and prepares contracts. Once project manager approves quote, 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.
• Track invoices from subcontractor.
• Follow up with subcontractor to ensure satisfaction.
• Supports Receptionist with phone calls and visitors.

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

Qualifications & Requirements

• Minimum of 2-4 years of relevant experience in the industry.
• Extensivecontract experience in the construction industry.
• Demonstrates proficiency in Microsoft Office, Word, Excel and Prolog and Timberline.
• Able multitask efficiently, highly organised, with strong attention to detail.
• Proven experience in writing, editing, communications.

All interviews are conducted either in person or virtually, with video required.

About Us

IPS, a Berkshire Hathaway company, is a global leader in technical consulting, architecture, engineering, procurement, construction management, commissioning, qualification, and validation services for technically complex facilities. Integration is how we think and work. It requires the ability to unite existing and emerging technologies into a process that reliably delivers products and accelerates speed to market. That end-to-end mindset allows us to be agile and anticipate challenges as we move projects toward operational readiness. IPS applies design and delivery expertise, client-side experience, and supplier-side insight to every project. We infuse our curiosity, our passion, and our commitment to partnership in delivering solutions at any scale. We meet our clients where they are and get them to where they need to go. That’s only possible when we care as much as our clients do.

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.

Connect With Us!

If you do not meet the qualifications for this specific role, but would like to submit your resume for general consideration, please click here!