Administrative Assistant

Responsibilities

• Perform scanning and filing duties.
• Aid in preparing mail and outside packages for delivery.
• Coordinate hand deliveries when necessary.
• Prepare, proofread, 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.
• Handle office maintenance, including ordering office supplies and ensuring operation of equipment by troubleshooting malfunctions and calling for repairs.
• Aid 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.
• Aid in submitting and receiving deliverables via various processes and procedures.
• Aid 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.

Pay

$18.00 to $27.00 per hour (depending on qualifications)

Schedule

N/A