Administrative Assistant

				Overview:

Colliers Engineering & Design is seeking an Administrative Assistant to work in our Jacksonville, FL office. This Administrative Assistant will provide intermediate office and administrative support to the multi-disciplinary staff. 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.
* Scanning, filing, copying, meeting minutes, file project correspondence.
* 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, and office social events 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 (accounting software), Concur (expense software) & Unanet (marketing software) tasks (timesheets, expenses, project initiation, etc.) as assigned.
* Assist with A/R coordination as needed.
* Assist Human Resources with new hire tasks such as workspace set up.
* 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.
* Establish & maintain positive relationships with co-workers, support and build others on the team and across disciplines/offices.
* Establish and maintain files and computerized indexes.
* Assist with the preparation and coordination of initial project contracts as well as contracts for sub-consultants and supporting required documents using Ironclad software.
* Backup as needed with the preparation of marketing materials such as resumes, representative jobs, graphics, and written materials, award applications, occasional proposal delivery.
* Coordinate office services such as cleaning, cafe items and keeping common areas tidy.
* Events and Catering coordination. Providing events support as needed.
* Act as a liaison with Corporate Services.
* Complete additional tasks as needed.

Qualifications:

* Associates/Vocational or related training education.
* 0-3+ years of related office experience.
* Excellent written and verbal communication skills.
* 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.
			

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