Part Time- Administrative Assistant

Overview

Provide part-time admin support, handling files, communications, scheduling, and office tasks.

Key Responsibilities

• correspondence
• meeting coordination
• mail distribution
• timesheet management
• database updates
• file standards

Tasks

-Manage telephone calls for assigned staff, as required. -Prepare, proof-read, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials. -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. -Scan, save and distribute all incoming mail to the appropriate person. -Act as a liaison with Corporate Services. -Assist with submitting and receiving deliverables via various processes and procedures. -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. -Communicate with clients as directed by Project Manager. -Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed. -Assist in updating and maintaining internal and client databases. -Assist Human Resources with new hire tasks such as workspace set up. -Use, and enforce use of, Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc. -Perform scanning and filing duties.

Requirements

• microsoft office
• notary
• associate degree
• problem solving
• remote management
• process improvement

What You Bring

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

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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