Receptionist- Administrative Assistant

				Overview:

Colliers Engineering & Design is seeking an enthusiastic, professional, and highly organized Receptionist/Administrative Assistant to join our Holmdel, NJ team.

As the first point of contact for callers, visitors, and employees, you'll play a key role in creating a positive experience and ensuring the front desk operates smoothly and efficiently. You'll also support the team with a variety of administrative tasks that keep the office running at its best.

This role is an excellent fit for someone who enjoys connecting with people, thrives in a fast-paced environment, and takes pride in delivering exceptional work. If you're proactive, detail-oriented, and excited to be an integral part of a collaborative office, we'd love to hear from you.

Responsibilities:

* Warmly greet and assist all visitors, clients, and employees entering the office.
* Maintain a polished, professional, and friendly presence at the front desk at all times.
* Manage visitor check-ins, badges, and security protocols.
* Announce visitor arrival to appropriate personnel and coordinate timely pickup.
* Provide in-person customer service including directions, general assistance, and hospitality.
* Maintain control and oversight of the front door and lobby area to ensure a safe, organized, and professional environment.
* Answer, screen, and direct incoming calls using a multi-line phone system.
* Serve as a knowledgeable front-line representative of the firm, provide callers with accurate information about Colliers Engineering & Design, including office locations, services, department functions, contact guidance, and more.
* Offer solutions and assistance beyond simple call routing; ensure callers' needs are met efficiently and with exceptional customer service.
* Take detailed messages and relay them promptly to the appropriate staff.
* Receive voicemails from general mailbox, forwarding on to appropriate staff.
* Prepare, proofread, and finalize correspondence, letters, memos, reports, and other materials.
* Schedule and organize meetings and conference rooms-including sending invites, managing calendars, coordinating guest instructions, and ordering food.
* Assist with incoming and outgoing mail, packages, and deliveries-including coordination of hand deliveries when required.
* Help maintain and update internal databases, directories, phone lists, and client information.
* Act as a liaison with Corporate Services and other internal teams to support office needs and operational continuity.
* Participate in process improvement efforts-identify opportunities for efficiency and support implementation of enhancements.
* Provide additional administrative support to office leadership and project teams as needed.
* Assist with "Bagel Thursday" set up, clean up, and logistics.
* Other duties as assigned.

Qualifications:

* High school diploma required; Associate degree, vocational training, or related education preferred.
* 1-3+ years of related office, administrative, receptionist, or customer service experience.
* Strong verbal and written communication skills.
* Exceptional customer service orientation with a friendly, professional demeanor.
* Ability to prioritize, multi-task, and stay organized in a dynamic environment.
* Proficiency in Microsoft Office Suite/O365 (Word, Excel, Outlook).
* Able to read, write, and understand English for job-related instruction and interactions.
* Ability to identify, analyze, communicate, and implement process improvements; a resourceful, proactive approach to challenges.
* Strong attention to detail and high level of reliability and punctuality.
* Ability to maintain confidentiality and handle sensitive information professionally.
* Ability to support remote management.
* Knowledge of office equipment and basic troubleshooting.

Compensation: $18.00 to $20.00 per hour (depending on qualifications)
			

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