Project Specialist

Colliers International•Indianapolis, IN

2d•Onsite

About The Position

Make your next move an expert one. At Colliers it’s not our success that sets us apart, it’s how we achieve it. Our people are passionate, take ownership and always do what’s right for our clients, people and communities. Why Colliers? Our enterprising environment needs your expertise to facilitate Colliers’ continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career. About You You are a highly organized and detail-oriented professional who thrives in a fast-paced, client-focused environment. You enjoy coordinating multiple priorities, building strong relationships, and supporting complex projects from inception through completion. You bring excellent communication skills, a proactive mindset, and the ability to anticipate needs before they arise. You are equally comfortable working independently and as part of a collaborative team, with a passion for delivering exceptional service and continuously improving processes through technology and innovation.

Requirements

3+ years of experience supporting project management, construction, commercial real estate, architecture, engineering, or a related professional services environment.
Exceptional organizational, planning, and time management skills with the ability to manage multiple projects and competing priorities simultaneously.
Excellent written and verbal communication skills with a strong customer service orientation and the ability to build relationships with clients, consultants, contractors, and internal stakeholders.
Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Adobe Acrobat; experience with project management software such as Procore is preferred.
Experience coordinating project documentation, contracts, budgets, invoices, meeting minutes, RFIs, submittals, change orders, and other project administration activities.
Strong analytical and problem-solving skills with a keen attention to detail and commitment to accuracy.
Ability to work independently while supporting multiple Project Managers in a collaborative, deadline-driven environment.
Experience preparing proposals, presentations, and client-facing materials with a professional level of quality.
Interest in leveraging technology, automation, and AI tools to improve workflows, efficiency, and the client experience.
Willingness to travel periodically to project sites and client meetings throughout the United States as business needs require.
Applicants must be currently authorized to work in the United States on a full-time basis.
The employer will not sponsor applicants for work visas.

Nice To Haves

experience with project management software such as Procore is preferred.

Responsibilities

Conduct research to identify potential: General contractors, Subcontractors, FF&E vendors and suppliers
Evaluate qualifications and determine suitability for the project
Draft and issue Requests for Qualifications (RFQ) documents
Contact and follow up with professional references
Recommend qualified contractors and vendors to the Project Manager for inclusion in the RFP process
Prepare Requests for Proposals (RFPs)
Create/revision of PowerPoint presentations and/or supplemental marketing materials to accompany PjM Proposals
Draft and edit various legal documents
Work with Colliers Legal Counsel to coordinate review and approval of documents
Work with Colliers Legal Counsel to maintain updated templates that can be used as legally binding agreements
Monthly invoicing and income tracking
Monitor and manage aged receivables; communicate with clients regarding overdue invoices to ensure timely payment
Review General Contractor’s proposals and create project budgets
Create and update full project cost summaries, which include construction costs, soft costs (FF&E), design and PjM fees, etc.
Schedule and host virtual meetings
Document detailed summaries during all calls and meetings to support the Project Manager with accurate reference and project documentation
Act as a liaison between the General Contractor and Owner/Tenant to facilitate the exchange of information and route documents for review and approval
Provide dedicated support to a team of project managers to maximize their time and productivity
Assist with various project management duties
Follow up with all project stakeholders to ensure completion of assigned action items
Develop and maintain centralized workflows to track all open action items across project teams
Client-facing activities when necessary
Travel within the U.S. (including out-of-state) to conduct site visits and support the Project Manager during onsite meetings
Build and maintain client relationships
Serve as a primary point of contact for clients, alongside the Project Manager, to address questions and provide timely project-related updates
Represent the Colliers project management brand
Work with the marketing team to create a new team website
Provide stats and content for the team website
Research applications of AI to identify opportunities for improving workflows, efficiency, and project management processes; implement appropriate applications
Use virtual photo albums to help clients visually track the progress of their projects in one place without visiting the site
Streamlined efficiency through document organization
Create marketing presentations for potential or existing clients, showcasing relevant projects for business development purposes
Maintain and update Project Management team bios and professional information for internal records and external publications