Project Manager Assistant, Level 2

Description 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 As a Sales Support Associate at Integrated Power Services, you will play a vital role in supporting our sales and operations teams by managing vendor relationships, handling customer inquiries, and ensuring smooth invoicing and documentation processes. Your work will be crucial in maintaining customer files, processing payments, and coordinating with various departments to ensure efficient project setup and completion. At IPS, we are committed to delivering exceptional power solutions, and as a key member of our team, you will help ensure that our sales support functions are streamlined, accurate, and responsive to customer needs. Vendor Management: Coordinate the collection of essential documentation from vendors, including W9 forms, OSHA logs, EMR, and Certificates of Insurance (COI). Customer COI Requests: Manage and respond to customer requests for Certificates of Insurance in a timely and accurate manner. Inquiry Resolution: Address customer and vendor inquiries related to invoicing, purchase orders (PO), and other transactional matters. Document Management: Complete and submit required vendor and customer documentation, ensuring compliance with all necessary standards and guidelines. Accounts Receivable Support: Assist in customer collections efforts by tracking outstanding payments and facilitating communication between customers and finance teams. Invoicing Support: Prepare Time and Materials (T&M) and Fixed Price job details for invoicing, ensuring accuracy and timely submission. Customer File Maintenance: Oversee creation and maintenance of customer accounts in the system, including credit reviews, terms and conditions (T&C), Master Service Agreements (MSA), and Non-Disclosure Agreements (NDA) reviews. Cross Departmental Collaboration: Work closely with various departments, ensuring seamless communication and support for ongoing projects and initiatives. Project Setup in NetSuite: Assist in the setup of projects in NetSuite, ensuring proper documentation and alignment with customer agreements. Payment Processing: Process credit card payments in accordance with company procedures, ensuring timely and accurate transactions. Vendor PO Management: Process and track vendor purchase orders (POs) to ensure the smooth flow of materials and services. Review terms and conditions and contracts for MSAs and NDAs. Set up and review projects in NetSuite. Work with customers and sellers to receive POs for projects. Responsible for job folder preparation for invoicing. Assist with month‑end closing and other administrative tasks, as needed. Prepare invoicing for NetSuite. Qualifications and Competencies Excellent interpersonal skills, including the ability to build rapport with current and potential customers. Critical attention to detail. Excellent communication skills, both oral and written. Ability to understand, perform and retain various job‑related training. Flexible with hours, overtime, and some weekend work. Proficient in MS Office suite. You’ll Thrive at IPS If You… Lead with integrity and prioritize safety. Value teamwork and accountability. Focus on the customer. Have an entrepreneurial spirit. Communicate effectively and with purpose. Stay curious and love to learn. Who We Are At Integrated Power Services (IPS), we're committed to empowering you to make a meaningful impact. As the industry's leading and fastest‑growing service provider, IPS offers single‑source electromechanical and power management solutions to enhance the reliability of critical infrastructure across North America and the United Kingdom. We serve over 30,000 essential customer locations, from renewable energy pioneers to hospitals, manufacturers, and municipalities, helping them avoid costly downtime and ensure mission‑critical operations. When you join IPS, you're joining a team that's revolutionizing equipment and process reliability across diverse sectors, from power generation to petrochemicals, and beyond. You'll learn from industry experts, grow alongside a talented workforce, and be part of a company that is built on the values of Safety, Integrity, Teamwork, Accountability, Customer Focus, and Entrepreneurial Spirit. Benefits Paid Time Off (PTO) 401(k) Employer Match Bonus Incentives Tuition Reimbursement Program Medical, Dental and Vision plans Employee Assistance Program (EAP) And more Equal Employment Opportunity IPS is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or veteran status. Background Screening Any offer of employment is contingent upon the successful completion of a background and driving record investigation. As a federal contractor, our company is committed to maintaining a safe and drug‑free workplace. Candidates for this position are required to complete a pre‑employment drug screen successfully. The drug screening process will include testing for substances that may impair one's ability to perform the job safely and effectively. Special Accommodations Special Accommodations: If you require assistance or accommodation while seeking employment with IPS, please contact us at View email address on click.appcast.io. This email is to be used for accommodation requests, not general employment inquiries. #J-18808-Ljbffr Integrated Power Services