Administrative Assistant

Overview

Are you a highly organized, detail-oriented professional who enjoys being the backbone of a successful team? Colliers Engineering & Design is seeking an Administrative Assistant to support our Rochester, NY office and play a vital role in keeping our operations running smoothly. The Administrative Assistant will provide intermediate office and administrative support to the area or business unit, and other staff within the business line.

Some of the duties may require handling of confidential administrative duties. May be called upon to perform billable project work.

Responsibilities

The essential functions and job duties listed below are representative of the common administrative tasks performed. This list is not all-inclusive of tasks performed and may vary based on the needs of the Supervisor. Perform scanning and filing duties. Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed.

Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials. Scan, save and distribute all incoming mail to the appropriate person. Schedule and organize activities such as meetings and lunch and learns, including managing calendars, providing instructions for clients and guests, preparation, and distribution of meeting minutes, as well as ordering food.

Manage telephone calls for assigned staff, as required. Use, and enforce use of, Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc. Office maintenance, including ordering office supplies and ensuring operation of equipment by troubleshooting malfunctions and calling for repairs.

Assist with BST, Concur & Unanet tasks (timesheets, expenses, project initiation, etc.) as assigned. Assist Human Resources with new hire tasks such as workspace set up. Act as a liaison with Corporate Services. Communicate with clients as directed by Project Manager. Assist with submitting and receiving deliverables via various processes and procedures.

Assist in updating and maintaining internal and client databases. Complete additional tasks as needed.

Qualifications

Associates/Vocational or related training education. 0-3+ years of related office experience. Notary public preferred. Strong organizational skills with the ability to prioritize and multi-task. Proficient in Microsoft Office Suite/O365 applications. Ability to problem-solve. Resourceful and proactive. Display professionalism in handling sensitive and confidential information.

Ability to identify, analyze, communicate, and implement process improvements. Ability to support remote management. Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

Compensation

$18.26 to $27.11 per hour (depending on qualifications) What We Offer At Colliers Engineering & Design, our people are our most important resource. That’s why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities.

This dedication begins with supporting a work life balance through a generous compensation package that includes: company paid medical, dental, and vision coverage; paid pregnancy disability leave; short- and long-term disability insurance; life insurance; a company-matched 401(k)/Roth; paid time off that includes parental and military leave; employee referral and professional license bonuses and a straight time policy that compensates exempt employees for billable hours worked in excess of 40 billable hours within a work week.

We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities through reimbursement for education; a free in-house resource for hundreds of educational and self-enrichment courses; mentorship program; wellness program; Women’s Organization and ongoing philanthropic opportunities.

Apply today to learn how you can join our team of professionals, so we can help you Accelerate Your Success ! The essential functions and job duties listed below are representative of the common administrative tasks performed. This list is not all-inclusive of tasks performed and may vary based on the needs of the Supervisor.

Perform scanning and filing duties. Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed. Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials. Scan, save and distribute all incoming mail to the appropriate person.

Schedule and organize activities such as meetings and lunch and learns, including managing calendars, providing instructions for clients and guests, preparation, and distribution of meeting minutes, as well as ordering food. Manage telephone calls for assigned staff, as required. Use, and enforce use of, Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc.

Office maintenance, including ordering office supplies and ensuring operation of equipment by troubleshooting malfunctions and calling for repairs. Assist with BST, Concur & Unanet tasks (timesheets, expenses, project initiation, etc.) as assigned. Assist Human Resources with new hire tasks such as workspace set up. Act as a liaison with Corporate Services.

Communicate with clients as directed by Project Manager. Assist with submitting and receiving deliverables via various processes and procedures. Assist in updating and maintaining internal and client databases. Complete additional tasks as needed. Associates/Vocational or related training education. 0-3+ years of related office experience.

Notary public preferred. Strong organizational skills with the ability to prioritize and multi-task. Proficient in Microsoft Office Suite/O365 applications. Ability to problem-solve. Resourceful and proactive. Display professionalism in handling sensitive and confidential information. Ability to identify, analyze, communicate, and implement process improvements.

Ability to support remote management. Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

Compensation

$18.26 to $27.11 per hour (depending on qualifications)