Part Time- Administrative Assistant

Overview

Provides part‑time administrative support including mail, scheduling, document prep, and HR tasks.

Key Responsibilities

• deliverable management
• client liaison
• time tracking
• file standards
• document preparation
• database management

Tasks

-Assist with submitting and receiving deliverables via various processes and procedures. -Communicate with clients as directed by Project Manager. -Assist with BST, Concur & Unanet tasks (timesheets, expenses, project initiation, etc.) as assigned. -Manage telephone calls for assigned staff, as required. -Assist Human Resources with new hire tasks such as workspace set up. -Perform scanning and filing duties. -Use, and enforce use of, Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc. -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. -Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials. -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. -Assist in updating and maintaining internal and client databases.

Requirements

• problem solving
• microsoft office
• notary public
• associates
• 0-3 years
• process improvement

What You Bring

-Ability to problem-solve. -Strong organizational skills with the ability to prioritize and multi-task. -Notary public preferred. -Associates/Vocational or related training education. -Display professionalism in handling sensitive and confidential information. -0-3+ years of related office experience. -Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions. -Ability to identify, analyze, communicate, and implement process improvements. -Proficient in Microsoft Office Suite/O365 applications. -Resourceful and proactive. -Ability to support remote management.

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About Colliers Engineering & Design

-As a subsidiary of Colliers, it harnesses advanced tech to shape public and private infrastructure. -Engineers, architects, and experts collaborate on site development, geotechnical studies, and telecom utilities. -Typical projects include transportation corridors, industrial facilities, and public sector designs. -Headquartered in the iconic Bell Labs complex, blending industry and innovation.

Sector Specialisms