Administrative Professional

				Overview:

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

This Administrative Professional will provide advanced administrative support and assist with special assignments as requested. This employee may have the opportunity to support billable project work and take on sensitive administrative tasks.

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.
* Create, edit, finalize, and distribute letters, memos, correspondence, transmittals, project trackers, applications, reports and other materials.
* Perform scanning and filing duties as necessary.
* Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed.
* 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 Accounting & Project Managers with various collection processes to ensure compliance and timely billings.
* Complete BST, Concur, Ironclad and Unanet tasks (contract management, timesheets, expenses, project initiation, etc.) as assigned.
* Act as a liaison with Corporate Services.
* Assistance with proposal preparation and submittal.
* Generate and review project setups and invoices for project managers.
* Assist Human Resources with new hire tasks.
* Assist with preparing and submitting Work Orders and Purchase Order Requests.
* Communicate with external vendors and clients as directed by PM.
* Complete additional tasks as needed.

Qualifications:

* Associates/Vocational or related training education.
* 5+ years of related experience.
* Notary public preferred.Advanced customer service skills.
* Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.
* Ability to multitask and prioritize.
* Advanced organizational skills and attention to detail.
* Proficient in Microsoft Office Suite/O365 applications.
* Ability to problem-solve.
* Resourceful and proactive.
* Display professionalism and discretion in business matters containing confidential information.
* Ability to identify, analyze, communicate, and implement process improvements.
* Ability to support remote management.
			

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