Administrative Assistant

Colliers Engineering & Design • Buffalo, NY

4d • $16 - $24 • Onsite

About The Position

Colliers Engineering & Design is seeking an Administrative Assistant to work in our Buffalo, NY office. This Administrative Assistant will provide intermediate office and administrative support to the multi-disciplinary staff. Some of the duties may require handling of confidential administrative duties. May be called upon to perform billable project work.

Requirements

• Associates/Vocational or related training education.
• 0-3+ years of related office experience.
• Excellent written and verbal communication skills.
• 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.

Nice To Haves

• AEC experience preferred.
• Notary public preferred or willingness to obtain.
• First aid training preferred or willingness to obtain.

Responsibilities

• Scanning, filing, copying, meeting minutes, file project correspondence.
• Assist in preparing mail and outside packages for delivery. Coordinate hand deliveries when needed.
• Prepare, proof-read, 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.
• Office maintenance, including ordering office supplies and ensuring operation of equipment by troubleshooting malfunctions and calling for repairs.
• Assist with BST (accounting software), Concur (expense software) & Unanet (marketing software) 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.
• Assist with submitting and receiving deliverables via various processes and procedures.
• Assist in updating and maintaining internal and client databases.
• Complete additional tasks as needed.
• Establish & maintain positive relationships with co-workers, support and build others on the team and across disciplines/offices.
• Establish and maintain files and computerized indexes.
• Assist with the preparation and coordination of initial project contracts as well as contracts for sub-consultants and supporting required documents using Ironclad software.
• Backup as needed with the preparation of marketing materials such as resumes, representative jobs, graphics, and written materials, award applications, occasional proposal delivery.
• Coordinate office services such as cleaning, cafe items and keeping common areas tidy.
• Coordinate and lead Office special events.

Benefits

• 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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree