Office Manager

At IPS, we are global leaders in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities, primarily in the life sciences industry. We are looking for a dedicated Office Manager to join our talented team at our office located in Burlington, MA.

In this role, you will serve as an information manager for the management and staff. You will plan and schedule meetings and appointments, organize and maintain paper and electronic files, manage projects, conduct research, and provide information.

Additional Responsibilities

• Manage office procedures to ensure smooth day-to-day operations, including reception activities for effective internal and external communications (telephone, mail, fax, and email).
• Sort and distribute incoming mail daily and ensure timely processing of outgoing mail, including courier services (FedEx, UPS).
• Greet and assist visitors, maintaining a professional and welcoming environment.
• Coordinate procurement processes, including ordering office supplies and managing vendor relationships.
• Schedule meetings, conference calls, and events, arranging necessary logistics such as meeting rooms and catering.
• Handle travel arrangements (airline, rental car, hotel) and expense reporting for office leadership.
• Support departmental initiatives, including onboarding and orientation activities for new hires.
• Assist with internship and co-op programs as needed.
• Assist Management and Staff in maintaining vital records and correspondence, i.e., analysis, preparation of written reports/minutes, monitoring and follow-up.
• Relieve management of administrative detail.
• Provide research and data gathering to support business development activities of senior management.
• Complete project-related tasks accurately and on time, recognizing that priorities may shift based on business needs.
• Other duties as assigned.

The salary offered for this role is between $61,800 and $94,750, but the actual salary offered is dependent on experience, skill set, and education.

• 6+ years of general business/administrative experience, preferably in an Engineering/Architect or Pharmaceutical setting.

• 3+ years of management responsibility, including supervisory and office management.

• Proficiency with Adobe/Acrobat and Microsoft Office; Word, Excel, PowerPoint, Visio, and Outlook.

Preferred Qualifications

• An associate's degree in business or equivalent.

Physical Demands

• Primarily sedentary work, but may require occasional walking, standing, or bending.
• Ability to lift and carry items up to 20 pounds occasionally (e.g., office supplies or files).
• Requires manual dexterity to operate computers, office equipment, and handle paperwork.

Work Environment

• Standard office setting with typical office equipment and supplies.
• May involve occasional after-hours work or attendance at off-site meetings.

Travel

• Minimal travel may be required.

Safety

• This position may be a safety-sensitive position. The employee may attend activities at client sites where they work in construction, process, packaging, manufacturing, research or other "non-administrative" areas.

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

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.

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