Administrative Assistant - Colliers Engineering & Design

Colliers Engineering & Design, is seeking an Administrative Assistant to work in our Holmdel, NJ office.

• Perform scanning and filing duties.
• Assist in preparing mail and UPS packages for delivery.
• Prepare, proof-read, finalize and distribute letters, memos, correspondence, transmittals, proposals, applications, reports and other materials.
• Schedule and organize activities such as meetings, including managing calendars, prepare and distribute 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.
• Complete BST & Concur tasks (timesheets, expenses, project initiation, etc.) as assigned.
• Provide basic project support (Health & Safety Checklists, submission tasks, conflict checks, etc.)
• Act as a liaison with Corporate Services.
• Setting up project folder with forms.

• Complete additional tasks as needed.

• Updating Client Trackers on daily basis.
• Correspondence / Transmittal – drafting for submitting packages, includes coordination Receptionist for Shipping labels.
• Setting up new trackers /folders for new programs ex: Bank Client, National Retailer Client.
• Scheduling of meetings w/client(s) and municipalities.
• Filing when needed of project information.

• Advanced written and verbal communication skills.
• Ability to Multitasking and prioritize.
• Advanced Organizational skills and attention to detail.
• Proficient in Microsoft Office Suite/O365 applications.
• Ability to problem-solve.
• Resourceful and proactive.
• High level of professionalism and discretion in business matters to handle confidential information.
• Ability to identify, analyze, communicate, and implement process improvements.
• Ability to work with remote management.

At Colliers Engineering & Design, our people are our most important resource. That’s why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities.

This dedication begins with supporting a work life balance through a generous compensation package that includes: company paid medical, dental, and vision coverage; paid pregnancy disability leave; short- and long-term disability insurance; life insurance; a company-matched 401(k)/Roth; paid time off that includes parental and military leave; employee referral and professional license bonuses and a straight time policy that compensates exempt employees for billable hours worked in excess of 40 billable hours within a work week.

We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities through reimbursement for education; a free in-house resource for hundreds of educational and self-enrichment courses; mentorship program; wellness program; Women’s Organization and ongoing philanthropic opportunities.

Apply today to learn how you can join our team of professionals, so we can help you Accelerate Your Success!