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Office Coordinator

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Location: Indiana, PA, United States
Date Posted:

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Who We Are:

Integrated Power Services (IPS) is the leading North American solution provider for power management, electro-mechanical and rotating assets. Serving customers across a wide range of industries, including power generation, utilities, water and wastewater, petrochemicals, air separation, oil & gas, metals, mining, paper, aggregates, and cement.

IPS defines world-class electric motor and generator repair, and Power Management every day. When you work for IPS, you can learn from industry experts and discover your potential while being part of a winning team committed to upholding our core values: Safety, Integrity, Teamwork, Accountability, Customer Focus, Entrepreneurial Spirit.

Responsibilities and Expectations:

  • Provide administrative support by generating documents, presentations, and spreadsheets as necessary
  • Maintain on-call, distribution, and employee directories
  • Greet, direct, and coordinate IPS site requirements with customers, contractors, and third-party vendors
  • Answer and transfer incoming facility calls
  • Enter timecard and paid time off data
  • Provide employees with an unmatched employee experience, including managing the safety glasses and boot reimbursement program, and offering additional assistance when necessary.
  • Be responsible for ordering office supplies and forms when applicable
  • Review and process 3-way match invoices through the AP system
  • Responsible for additions/changes of vendors
  • Responsible for maintaining compliance with AP policies and procedures
  • Ensure invoices are processed and paid in a timely manner
  • Liaise with other departments to ensure timely approval of invoices
  • Follow up on old unpaid invoices and work with vendors to resolve billing discrepancies
  • Resolve invoice, purchase order, and/or payment discrepancies
  • Review and reconcile monthly vendor statements and related transactions
  • Assist with vendor inquiries and provide customer service support and issue resolution to internal and external customers
  • Perform special assignments and other duties as necessaryand adhere to all company policies

Qualifications and Competencies:

  • 2-5 years of office administration or office management experience
  • High school diploma or GED required; associate or 4-year degree preferred
  • Excellent computer skills including knowledge of Microsoft Office (Excel, Word and Outlook) required
  • Ability to work under pressure, manage multiple priorities and meet deadlines
  • Excellent problem solving and analytical skills
  • Excellent interpersonal, teamwork and customer service skills
  • Demonstrate effective written and oral communication skills


  • Paid Time Off (PTO)
  • 401k Employer Match
  • On-the-job training
  • Tuition Reimbursement Program
  • Medical, Dental and Vision plans
  • Safety shoe & glasses reimbursement
  • And more!

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.

Any offer of employment is contingent upon the successful completion of a background 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.