Project Administrator

3 weeks ago

Cork, Cork, Ireland IPS-Integrated Project Services, LLC 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.

We expect you to:

  • Answer incoming calls regarding contracts/invoices, take messages, forward calls, and resolve issues when possible without interrupting managers or departments.
  • Maintain clear and consistent filing systems, both electronic and paper.
  • Create and maintain databases, logs, reports, and filing systems for quick access.
  • Sort and distribute incoming purchase orders, change orders, invoices, and contracts.
  • Write contracts and invoices with necessary backup documentation accurately.
  • Receive quotes from subcontractors, prepare contracts, and follow the work order process once approved.
  • Order materials as necessary.
  • Follow up with subcontractors regarding lien releases, invoicing, and final billing.
  • Update customers on project status via phone, email, or postal mail.
  • Track invoices from subcontractors and ensure satisfaction.
  • Assist the Receptionist with calls and visitors.

Join a caring, nimble team delivering world-class designs for pharmaceutical clients and elevate your career

Qualifications & Requirements:

  • 2-4 years of relevant industry experience.
  • Extensive contract experience in construction.
  • Proficiency in Microsoft Office, Word, Excel, Prolog, and Timberline.
  • Ability to multitask, highly organized, with strong attention to detail.
  • Experience in writing, editing, and communication.

About Us:

IPS, a Berkshire Hathaway Company, is a global leader in biotech and pharmaceutical business solutions, offering consultancy, engineering, project controls, construction management, and compliance services. Its subsidiary, Linesight, specializes in cost, schedule, risk, and project management across various sectors. IPS employs over 3,000 professionals across 45 offices in 17 countries.

We are committed to equal opportunity employment and welcome all qualified applicants.

To submit your resume for general consideration, click here.

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