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About the Role
Colliers Engineering & Design is seeking an Administrative Assistant to join our Newburgh, NY office. This role will provide intermediate office and administrative support, potentially handling confidential duties and performing billable project work.
Responsibilities
- Perform scanning and filing duties.
- Assist in preparing mail and outside packages for delivery, coordinating 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.
- Use and enforce Colliers Engineering & Design standards with all staff, including proper file structure, use of templates, file naming conventions, etc.
- Perform office maintenance, including ordering office supplies and ensuring equipment operation by troubleshooting malfunctions and calling for repairs.
- Assist with BST, Concur & Unanet 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.
Requirements
- Associates/Vocational or related training education.
- 0-3+ years of related office experience.
- Notary public preferred.
- 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.
Skills
- Microsoft Office Suite/O365 applications
- Organizational skills
- Prioritization
- Multi-tasking
- Problem-solving
- Resourcefulness
- Proactiveness
- Professionalism
- Process improvement identification, analysis, communication, and implementation
- Remote support
- English comprehension (written and verbal)
Location
- Newburgh, NY
Work Type
- Full-time
Experience Level
- 0-3+ years
Education Level
- Associates/Vocational or related training
Salary/Compensations
- $19.00 to $28.00 per hour
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
- Parental leave
- Military leave
- Employee referral bonuses
- Professional license bonuses
- Straight time policy for billable hours worked in excess of 40 per week
- Reimbursement for education
- Free in-house resource for hundreds of educational and self-enrichment courses
- Mentorship program
- Wellness program
- Women’s Organization
- Philanthropic opportunities
About the Company
- Colliers Engineering & Design is committed to providing its 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.