Overview

Colliers Engineering & Design is seeking an Administrative Assistant to work in our Hamilton, OH 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.

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.

Perform scanning and filing duties.

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.

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.

Office maintenance, including ordering office supplies and ensuring operation of equipment by troubleshooting malfunctions and calling for repairs.

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.

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.

Complete additional tasks as needed.

Qualifications

Associates/Vocational or related training education.

0-3+ years of related office experience.

Notary public preferred.

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

Proficient in Microsoft Office Suite/O365 applications.

Ability to problem-solve.

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.

Colliers Engineering & Design, Inc. jobs

Administrative Assistant