Project Administrator

3 weeks ago

Cork, Cork, Ireland IPS-Integrated Project Services Full time

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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