Administrative Assistant

Description

• Scan, save and distribute all incoming mail to the appropriate person.
• Manage telephone calls for assigned staff, as required.
• Assist with submitting and receiving deliverables via various processes and procedures.
• Act as a liaison with Corporate Services.
• Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed.
• Office maintenance, including ordering office supplies and ensuring operation of equipment by troubleshooting malfunctions and calling for repairs.
• Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials.
• Communicate with clients as directed by Project Manager.
• Assist Human Resources with new hire tasks such as workspace set up.
• Perform scanning and filing duties.
• 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.
• 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 in updating and maintaining internal and client databases.

Requirements

• 0-3+ years of related office experience.
• Associates/Vocational or related training education.
• Notary public preferred.
• Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance