Office Coordinator

Job Description

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 Coordinator to join our talented team at our job site located in Basel, Switzerland

In this role, you will manage the site project office operations and support the entire project team, including internal and external partners. You will also ensure the smooth functioning of site utilities and break area (canteen) facilities, maintain office supplies, identify constraints, and prepare mitigation and contingency plans.

Additional Responsibilities

• Develop the project Onboarding Package.
• Check, organize, and administer the conference rooms daily (organize and set up chairs, IT equipment, and whiteboard with supplies).
• Check, organize, and administer the big room daily.
• Manage the big room setup and configuration with the support of the team.
• Manage project supplies (ordering, receipt, stocking, getting invoice receipts to Accounting, etc.)
• Manage the project Café (supplies, equipment, and goods) daily.
• Manage the weekly team luncheon and meals for MACS (ordering, delivery, etc.)
• Manage overall office organization.
• Support printing and displaying of MACS team messaging, reports, and project mural data on a weekly/monthly basis (the team will provide data)
• 20 hours per week

Qualifications & Requirements

• Proactive personality with strong project management skills.
• Proficient in Excel, Teams, Word, PowerPoint, and Mural.
• Excellent communication skills across all levels.
• Strong organizational skills and ability to develop a teamwork culture.
• Knowledge of organizational psychology and behavior.
• Self-directed, motivated, and driven.
• Strong emotional intelligence and forward-thinking to anticipate needs.
• Relationship-building and time management skills.

IPS will not sponsor employment visas for this position.