Administrative Assistant - Colliers Engineering & Design

Colliers Engineering & Design is seeking an Administrative Assistant to join our Rochester, NY office. This Administrative Assistant will provide administrative support to the Infrastructure Team. This position may be called upon to perform billable project work.

• Perform administrative duties primarily for the Infrastructure team.
• Prepare and proofread correspondence, letters, memos, reports, invoices, project specifications and other materials for Infrastructure staff.
• Use, and enforce use of, Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc. Knowledge of Templafy is a plus.
• Create project files and maintain those files.
• Assist with event registrations.
• Assist with expense reports.
• Provide reproduction and related tasks (i.e. copying, binding, scanning and collating).
• Coordinate and organize meetings and manage calendars.
• Assist with CRM database entry and manage updates.
• Assist with project status updates in the accounting software program (BST).
• Communicate with subconsultants as needed.
• Maintain document approval workflows using platforms such as Newforma, Procore, and Submittal Exchange.
• Track proposals, purchase orders, invoices, assist with collections, run various financial reports, revenue recognition, and track and coordinate sub-invoice payments as needed.
• Assist with contract management approvals.
• Assist with preparation of PowerPoint presentations.
• Assist with upkeep of staff resumes.

• Notary Public Preferred.
• 1-3+ years of related office experience.
• Qualified candidates will have previous administrative support experience in a busy office setting.
• Be resourceful and proactive.
• Ability to problem solve.
• Proficiency in MS Office Suite products required. Excel and Word Assessments are a required step of the hiring process.
• Ability to multi-task and work effectively within a team while balancing competing demands.
• Excellent organization and prioritization skills.
• Professionalism and effective communication skills with all levels of personnel.
• Experience with budgets, invoicing and collections is a plus.
• Prior accounting software experience is a plus (i.e. BST, Ajera, Deltek, Acumatica, QuickBooks, Concur).
• Prior experience working in the Architecture/Engineering industry is a plus.
• Prior experience with document management platforms such as Newforma, Procore, Submittal Exchange is a plus.
• Prior experience with Government Agencies or State and Local Municipalities is a plus.
• Be resourceful and proactive.
• Ability to problem solve.
• Should have a positive attitude.

Compensation: $17-24/hr DOQ.

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!