Administrative Assistant

Colliers Engineering & Design • Albany, NY • 3h ago

Overview

Colliers Engineering & Design is seeking an Administrative Assistant to work in our Albany, NY office. This Administrative Assistant will provide intermediate office and administrative support to the area or business unit, and other staff within the business line. Some of the duties may require handling of confidential administrative duties. May be called upon to perform billable project work.

This is an in-office position.

Responsibilities

The essential functions and job duties listed below are representative of the common administrative tasks performed. This list is not all-inclusive of tasks performed and may vary based on the needs of the Supervisor.

Scanning, filing, copying, meeting minutes, file project correspondence.

Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed.

Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials.

Coordinate with various agencies for project permitting purposes.

Scan, save and distribute all incoming mail to the appropriate person.

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.

Manage telephone calls for assigned staff, as required.

Use, and enforce use of, Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc.

Assist with BST, Concur & Unanet tasks(timesheets, expenses, project initiation, etc.) as assigned.

Assist Human Resources with new hire tasks such as workspace set up.

Act as a liaison with Corporate Services including operations, accounting, marketing, events, and travel.

Communicate with clients as directed by Project Manager.

Assist with submitting and receiving deliverables via various processes and procedures.

Assist in updating and maintaining internal and client databases.

Assist Project Managers and accounting with aging receivables, collection outreach and tracking.

Assist in contract coordination between Legal and Project Management.

Complete additional tasks as needed.

Establish & maintain positive relationships with co-workers, support and build others on the team and across disciplines/offices.

Establish and maintain files and computerized indexes.

Assist with the preparation and coordination of initial project contracts as well as contracts for sub-consultants and supporting required documents using Ironclad software.

Backup as needed with the preparation of marketing materials such as resumes, representative jobs, graphics, and written materials, award applications, occasional proposal delivery.

Coordinate office services such as cleaning, cafe items and keeping common areas tidy.

Coordinate and lead Office special events.

Qualifications

Associates/Vocational or related training education.

0-3+ years of related office experience.

AEC experience preferred.

Notary public preferred or willingness to obtain.

Excellent written and verbal communication skills.

Strong organizational skills with the ability to prioritize and multi-task.

Proficient in Microsoft Office Suite/O365 applications.

Experience with CRM and accounting software preferred.

Ability to problem-solve.

Strong attention to detail.

Resourceful and proactive.

Display professionalism in handling sensitive and 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.

Compensation: $17.69 to $26.15 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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