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Administrative Coordinator

2 months ago

Somerset, New Jersey, United States IPS-Integrated Project Services, LLC Full time
Job Summary

We are seeking a highly skilled and organized Administrative Assistant III to join our team at IPS-Integrated Project Services, LLC. This role will provide administrative support to first-level managers and staff, ensuring seamless day-to-day operations.

Key Responsibilities
  • Calendar Management: Manage the schedules of personnel in the department, ensuring timely meetings, conference calls, and appointments.
  • Administrative Support: Assist with scheduling, correspondence, and preparation of reports, proposals, and presentations.
  • Travel Arrangements: Coordinate travel plans, including airline, car, and hotel reservations, using an outside travel agency's database.
  • Expense Reporting: Review and manage expense reports, ensuring accuracy and compliance.
  • Project Coordination: Complete assigned project work in a timely manner, collaborating with team members as needed.
  • Departmental Support: Maintain department personnel lists, ensure correct contact information, and assist with new hire processes.
  • Contract Management: Work with Corporate Counsel and the legal department to develop client contracts using AIA ACD5 software.
  • Supply Management: Order supplies for internal department personnel and external field staff, tracking invoices and ensuring timely delivery.
Requirements
  • 5+ years of experience in an administrative position supporting a department or multiple individuals.
  • Ability to support a department of 15+ personnel.
  • Proficiency in Microsoft Office Suite.
  • Excellent communication and customer service skills.
  • Able to multitask efficiently and meet multiple project deadlines.