Administrative Assistant

Colliers Engineering & Design • Rochester, NY

7h

About The Position

Colliers Engineering & Design is seeking an Administrative Assistant to support its Rochester, New York office. The role provides intermediate office and administrative support to an area or business unit and other staff within the business line. Some duties may involve confidential administrative work, and the employee may be asked to perform billable project work.

The Administrative Assistant supports office operations through document preparation and distribution, mail handling, scheduling, meeting coordination, telephone support, office maintenance, and assistance with internal systems and processes. The role also supports Human Resources with new-hire tasks, liaises with Corporate Services, communicates with clients as directed by Project Managers, assists with project deliverables, and maintains internal and client databases.

The posted compensation range is $18.26 to $27.11 per hour, depending on qualifications.

Requirements

• Associate-level, vocational, or related training education.
• 0–3+ years of related office experience.
• Strong organizational skills and the ability to prioritize and multitask.
• Proficiency with Microsoft Office Suite/O365 applications.
• Ability to problem-solve.
• Resourcefulness and a proactive approach.
• Professionalism when 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 job-related written communications, verbal instructions, and interactions.

Nice To Haves

• Notary public preferred.

Responsibilities

• Perform scanning and filing duties.
• Prepare mail and outside packages for delivery and coordinate hand deliveries when needed.
• Prepare, proofread, finalize, and distribute letters, memos, correspondence, transmittals, proposals, applications, reports, and other materials.
• Scan, save, and distribute incoming mail to the appropriate person.
• Schedule and organize meetings and lunch-and-learns, manage calendars, provide instructions for clients and guests, prepare and distribute meeting minutes, and order food.
• Manage telephone calls for assigned staff as required.
• Use and enforce company standards for file structure, templates, and file-naming conventions.
• Maintain the office, order supplies, troubleshoot equipment malfunctions, and arrange repairs.
• Assist with BST, Concur, and Unanet tasks, including timesheets, expenses, and project initiation, as assigned.
• Assist Human Resources with new-hire tasks such as workspace setup.
• Act as a liaison with Corporate Services.
• Communicate with clients as directed by the Project Manager.
• Assist with submitting and receiving deliverables through various processes and procedures.
• Update and maintain internal and client databases.
• Complete additional tasks as needed.

Benefits

• Company-paid medical, dental, and vision coverage
• Paid pregnancy disability leave
• Short- and long-term disability insurance
• Life insurance
• Company-matched 401(k)/Roth
• Paid time off, including parental and military leave
• Employee referral bonuses
• Professional license bonuses
• Straight-time compensation for exempt employees' billable hours worked in excess of 40 billable hours within a work week
• Education reimbursement
• Free in-house educational and self-enrichment courses
• Mentorship program
• Wellness program
• Women’s Organization
• Philanthropic opportunities
• Safe and comfortable work environment
• Career advancement opportunities

What This Job Offers

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