Receptionist- Administrative Assistant

Colliers Engineering & Design • Holmdel, NJ • 3h ago

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)

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 Inclusion & Belonging 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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