Administrative Assistant

IPS is seeking dedicated Office and Administrative staff to be the backbone of our innovative team. At IPS, we know that great ideas and groundbreaking projects rely on exceptional support behind the scenes. Your professional growth and development are our priority, so your opportunities here are unlimited. We care for our team members, offering a comprehensive benefits package, work-life balance, and job stability. If you thrive in a fast-paced environment where you will be recognized and appreciated, you would be a great fit at IPS.

Responsibilities & Expectations: 

We are seeking an Administrative Assistant who will play a pivotal role in managing a diverse array of administrative tasks within the organization. This individual will be tasked with overseeing critical functions such as tracking leave requests, maintaining training records, scheduling training sessions, processing project billing, and addressing vendor discrepancies. The ideal candidate is expected to excel in organizational skills, possess acute attention to detail, and demonstrate proficiency in multitasking within a dynamic and fast-paced work setting. 

• Tracks and processes leave requests for both technicians and office employees.  
• Maintain training records.  
• Schedules training classes.   
• Bill completed projects.   
• Works Aging Reports  
• Works vendor discrepancies.  
• Process and reviews incoming customer PO’s.  
• Audit customer projects for required documentation.
• Process timecards for employee payroll.
• Assist in other areas as assigned. 

Qualifications and Competencies: 

• Associates degree or equivalent from two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience.  
• Proficient in MS Office Suite 
• Excellent communication skills both oral and written  
• Professionalism in handling sensitive and confidential information.  
• Ability to work within a faced-paced, professional and team environment with constant deadlines.   
• Attention to detail and problem-solving skills.   
• Ability to speak clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.  
• Ability to write clearly and informatively; Presents numerical data effectively; Able to read and interpret written information.  

Preferred Qualifications:

• Bachelors degree or equivalent from four-year college; or four years related experience and/or training; or equivalent combination of education and experience.  
• Proficient in MS Office Suite 
• Excellent communication skills both oral and written  
• Professionalism in handling sensitive and confidential information.  
• Ability to work within a faced-paced, professional and team environment with constant deadlines.   
• Attention to detail and problem-solving skills.   
• Ability to speak clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.  
• Ability to write clearly and informatively; Presents numerical data effectively; Able to read and