Administrative Assistant

				Overview:

Take the next step in your career with Colliers Engineering & Design as an Administrative Assistant! Join us and play a pivotal role in shaping the future of our Municipal team working out of our Holmdel, NJ office.

Are you an organized, proactive, and detail-oriented individual with a passion for providing exceptional support? From managing day-to-day tasks to coordinating schedules and ensuring smooth communication across teams, you'll have a direct impact on our team's success. If you thrive in a fast-paced environment, enjoy multitasking, and love to make things run efficiently, this is the perfect opportunity for you!

This is more than just an administrative role, it's your chance to be part of a collaborative, growth-focused team. We offer a positive, engaging work environment where your contributions are valued and your career development is supported.

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.
* 3+ years of related office experience. (AEC experience preferred).
* Notary public preferred.
* Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.
* Strong organizational skills with the ability to prioritize and multi-task.
* Proficient in Microsoft Office Suite/O365 applications.
* Strong critical thinking skills.
* Resourceful and proactive.
* Display professionalism in handling sensitive and confidential information.
* Ability to identify, analyze, communicate, and implement process improvements.

Compensation: $18.00-$27.00 per hour (depending on qualifications)
			

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