Administrative Assistant

Colliers Engineering & Design • Holmdel, NJ • 1d ago

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 Business Development team working out of our Holmdel, NJ office.

This Administrative Assistant will provide intermediate-level administrative support to the designated area, business unit, or team members within the organization. Responsibilities include managing a variety of administrative functions, some of which may involve handling sensitive or confidential information. This role may also contribute to billable project work and support business development.

Responsibilities

Manage Director's calendar, schedule meetings, and coordinate internal/external appointments.

Prepare agendas, take notes, and track follow-ups for key meetings.

Perform scanning, organizing, and filing of digital and hard-copy documents in accordance with company standards.

Prepare, proofread, and finalize a variety of business documents including letters, memos, correspondence, proposals, reports, transmittals, and applications.

Coordinate incoming and outgoing mail, including preparation of packages for delivery and arranging hand deliveries as required.

Answer and direct incoming calls for assigned team members, maintaining professional communication at all times.

Manage travel needs.

Support scheduling and logistics for internal and external meetings, training sessions, and lunch-and-learns-managing calendars, guest instructions, meeting minutes, and food orders.

Maintain compliance with corporate standards (e.g., file structures, naming conventions, templates) across all documentation.

Assist with administrative tasks in systems such as BST, Concur, and Unanet, including time tracking, expense reporting, and project initiation support.

Serve as point of contact for the Public BD team for coordination and information-sharing.

Support team-wide communications including updates, reminders, and distribution of planning materials.

Assist in tracking action items and progress across BD priorities and strategic initiatives.

Support HR with onboarding of new hires, including preparation of workspaces and coordinating office logistics.

Serve as a liaison with Corporate Services to ensure consistent communication and resource access.

Support project managers in communicating with clients, distributing deliverables, and maintaining project timelines.

Manage updates and maintenance of internal and client-facing databases with a focus on accuracy and confidentiality.

Qualifications

Associate degree, vocational training, or equivalent education in a related field.

0-3+ years of relevant office or administrative experience.

Notary Public certification preferred.

Proficient in Microsoft Office Suite/O365 applications.

Strong organizational and time management skills; ability to prioritize and manage multiple tasks effectively.

Excellent verbal and written communication skills in English.

Demonstrates professionalism and discretion when handling sensitive or confidential information.

Capable of identifying, analyzing, and implementing process improvements.

Proactive and resourceful with a strong problem-solving mindset.

Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

What We Offer

At Colliers Engineering & Design, our people are our most important resource. That's why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities.

This dedication begins with supporting a work life balance through a generous compensation package that includes: company paid medical, dental, and vision coverage; paid pregnancy disability leave; short- and long-term disability insurance; life insurance; a company-matched 401(k)/Roth; paid time off that includes parental and military leave; employee referral and professional license bonuses and a straight time policy that compensates exempt employees for billable hours worked in excess of 40 billable hours within a work week.

We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities through reimbursement for education; a free in-house resource for hundreds of educational and self-enrichment courses; mentorship program; wellness program; Women's Organization and ongoing philanthropic opportunities.

Apply today to learn how you can join our team of professionals, so we can help you Accelerate Your Success!

Colliers Engineering & Design is an equal opportunity employer (M/F/D/V). We are committed to ensuring that diversity and inclusion continues to be a strategic area of focus, not only as the right thing to do, but as one of the ways we will continue to lead our industry into the future. As part of this responsibility, we are on a progressive journey to foster an environment in which everyone at Colliers Engineering & Design feels respected and comfortable doing their best work while being their authentic selves regardless of background or any other basis protected by applicable federal, state or local law.

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