Senior Administrative Professional
US-PA-Philadelphia
careers
Req #: 12934
Type: Regular Full-Time
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Overview: Colliers Engineering & Design is seeking a Senior Administrative Professional to join our Architecture team in Philadelphia, PA! In this role, you will provide advanced administrative support and assist with special assignments as requested. This professional may be called upon to perform billable project work and the handling of confidential administrative duties. Colliers Engineering & Design, an affiliate of Colliers, is a trusted provider of multi-discipline engineering and architecture, design and consulting services to public and private sector clients. Headquartered in Holmdel, New Jersey with offices throughout the United States, we're a team of multidisciplinary engineers, architects, designers, surveyors and project managers. We employ professionals who utilize the most advanced technologies to deliver customized solutions for our clients. Our in-house team of architects, interior designers, engineers, and planners skillfully balance design constraints with the clients' needs and desired outcome. This creates collaborative, dynamic and timeless designs. Our professionals also provide mechanical, electrical, and plumbing (MEP) design; programming, corporate branding, standards integration, workstation specification, facilities and construction management support, energy solutions, and LEED certification. We take pride in delivering results that are innovative, sustainable and award winning Responsibilities: * Assists with training and management of certain administrative personnel in the office and could be assigned direct reports. * Provide advanced project support including research, client relations, submissions, correspondence, transmittals, proposals, applications, reports, and other materials. * 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. * Serve as a point of contact in Supervisor's absence. * Manage and oversee the use of Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc. * Scan, save and distribute incoming mail. * Office maintenance, including ordering office supplies and ensuring operation of equipment by troubleshooting malfunctions and calling for repairs. * Assist Accounting & Project Managers with various collections processes to ensure compliance and timely billings. * Complete BST, Concur, Ironclad and Unanet tasks (contract management, timesheets, expenses, project initiation, etc.) * Act as a liaison with Corporate Services. * Prepare for/anticipate Manager's daily needs (gather appropriate documentation, boards, etc.) * Assist Human Resources with new hire tasks such as workplace set up. * Complete additional tasks as needed. Qualifications: * Associates/Vocational or related training education. * 8+ years of related experience. * Notary public preferred. * Advanced customer service skills. * Ability to multitask and prioritize. * Advanced organizational skills and attention to detail. * Proficient in Microsoft Office Suite/O365 applications. * Display professionalism and discretion in business matters containing 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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