Receptionist- Administrative Assistant

Maser Consulting P.A • Holmdel, NJ • 1h 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 ou

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